Using Recurring Tasks
With PocketKnife's Recurring task, you can schedule recurring tasks for a HubSpot Contact, Company, Deal, Ticket and Custom Object record based on a first date of a series and on a number of recurrings.
As for example a first visit date of the year and the number of visits wanted/needed during the year.
With a few simple settings, your recurrings tasks are scheduled for you. With this timesaving feature you'll never forget to plan any appointment or visit anymore.
Setup in PocketKnife
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Choose Recurring task in the left side bar
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Choose for which record (Company, Contact, Deal, Ticket or Custom object) you want to setup the recurring tasks and click Add Object
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In this use case we did the setup of the Recurring Tasks for the Company record with the default settings of the feature.
If you choose to do the setup with the default settings, you still have to set a Default value for the Task Subject for all recurring tasks.
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Click Update to finish the setup.
Setup settings explained
- First visit property = default First visit of the year : this property will be used in your HubSpot portal to set the first date of the Recurring tasks.
The feature is based on this property. - Number of visists per year property = default number of recurring tasks during the year (starting from the First visit of the year).
The feature is based on this property. - Task subject property = the default name of the property used to define the subject of the task
- Default value for Task Subject = set a default subject that will be used for each recurring task. Or set a custom subject by filling in the Task Subject property in your HubSpot portal: every recurring task will then use that text.
- Task owner = default inherit means the owner of the record and in this use case the company owner. But you can aslo choose one particular HubSpot user.
Setup options
You can finish the setup with the default settings, or use a custom property from your HubSpot portal.
If you want a custom property, select an existing one or create a new one in your HubSpot portal before you start setting up Recurring Tasks.
Required field types
Make sure your custom properties use these field types:
- First visit: date picker
- Number of visits: dropdown select, with a number as the internal value for each option (see the image below)
How it works
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Fillout the first visit property and the number of visits property of your HubSpot record.
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Optional : you can choose to set a personalized subject per record.
- Maximum 15 minutes* after setting the recurring task data, you can consult all recurrings tasks that has been set automatically through PocketKnife's Recurring task feature.
- The Next schedule date** is set aswell to guarantee annual recurring.
- Once all tasks are set, the (original) First visit of the year changes into the First visit of the next year***.
- Once the Next schedule date is reached, all tasks for the year after will be set, starting with the First visit of the year.
*A cronjob is running every 15 minutes
**The Next schedule date is set with a difference of 5 days. F.ex. if the original First visit date is 16/08/2026 the Next schedule will be 11/08/2027 ***and the First visit of the next year will be set to 16/08/2027.
Important!
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The first visit date of the year cannot be a date in the past! PocketKnife's recurring task only works when the First visit of the year is equal to today's date or a date in the future.
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If you want to cancel the annual recurring, you just have to clear the properties First Visit of the year and Next schedule.
Quick access in your HubSpot portal
Add the PocketKnife Recurring Tasks properties to a card in the left sidebar of your HubSpot records, to the create record form, or both. That way you can set up a recurring task right where you work.
Consult number of Recurring tasks running
In the PocketKnife app, open the feature’s View history to see how many runs it has used. The number of runs allowed depends on your subscription plan (Freemium, Single Feature, Pro or Enterprise).
To upgrade, click your username, go to Subscription & Billing and choose the plan that fits your needs.
Any Questions
Please contact our support team via this form