Overview
If you have tasks or work orders that repeat on a set schedule, you can create them as recurring tasks or recurring work orders so you don’t have to manually create them each time. For example, you might create work orders to replace A/C filters every quarter, or you might create a task to remind yourself to calculate and charge for your management fees every month.
Note: Creating a recurring task or work order is similar to creating a schedule of when you want these tasks or work orders to be posted. Similar to how recurring charges work on a lease. You will not see these recurring tasks or work orders until the day that they are set to post. This is also the case for the Calendar, where recurring tasks and work orders will not appear until the day they post.
The Steps
Create a Recurring Task
Creating a recurring task is mostly the same as creating a one-time task, with the key difference of setting start and end dates as well as a recurring frequency.
To create a recurring task, first click on Tasks & Maintenance on the main menu. Then click All Tasks.
Click on the New Task button to begin creating a new recurring task.
On the New Task window, select the option for Recurring Tasks. Then you'll need to enter the following:
Subject: A required field used to summarize the recurring task.
Description: An optional field used to expand on the recurring task.
Start Date: Select the first date you want the recurring task to start.
End Date: Select the date you want the recurring task to stop. Use the Repeat forever toggle if you want the recurring task to never stop. You can edit this later.
Frequency: Select how often you want DoorLoop to create the task.
Number of days until due: Set the number of days after the task is created it should be due. For example, if you create the task on the 1st of the month and it should be completed by the 10th, enter 9 because the 10th is nine days after the 1st.
Status: Set the status you want these tasks to start with, which you can sort for later. The default status is Not Started.
Priority: Set an optional priority of Low, Medium, or High for sorting purposes on tasks pages.
Assignees: Assign one or more users to take charge of these tasks. Check the optional checkbox to Notify Assignee(s) if you want these users to receive email notifications for updates to these tasks. Note that they will also receive an email notification that they were assigned these tasks when they are created.
Related To: An optional field, choose a property and unit related to the recurring task. The created tasks will show up on the Tasks tab of the property you choose.
(optional) Upload any files if necessary.
Click Save to finish.
Now that you’ve created the recurring task, DoorLoop returns you to the Recurring Tasks page where you started. You can click on the recurring task in the list to see the overview, post updates, and edit or complete the task. To learn more about reviewing and editing tasks, check out the article for that here.
Note: Recurring Tasks do not show up in your tasks section until the day that they are set to run and are created by the system. This also means that they will not show up on your DoorLoop Calendar until then.
Create a Recurring Work Order
Creating a recurring work order is mostly the same as creating a one-time work order, with the key difference of setting start and end dates and a recurring frequency. We’ll still explain the whole process below.
Note: Creating Work Orders is not available to Starter Plans. Consider upgrading to the Pro or Premium Plans to access this feature.
To create a recurring work order, first click on Tasks & Maintenance on the main menu. Then click All Tasks.
Click on the New Work Order button to begin creating a new work order.
On the New Work Order window, select the option for Recurring Tasks. Then you'll need to enter the following:
Select Vendor: Select the vendor to connect to the recurring work order.
Subject: A required field used to summarize the recurring work order.
Work Description: An optional field used to expand on the recurring work order.
Start Date: Select the first date you want the recurring work order to start.
End Date: Select the date you want the recurring work order to stop. (Use the Repeat forever toggle if you want the recurring work order to never stop. You can edit this later.)
Frequency: Select how often you want DoorLoop to create the work order.
Number of days until due: Set the number of days after the work order is created it should be due. (For example, if you create the work order on the 1st of the month and it should be completed by the 10th, enter 9 because the 10th is nine days after the 1st.)
Status: Set the status you want these work orders to start with, which you can sort for later. (The default status is Not Started.)
Priority: Set an optional priority of Low, Medium, or High for sorting purposes on tasks pages.
Assignees: Assign one or more users to take charge of these work orders. Check the optional checkbox to Notify Assignee(s) if you want these users to receive email notifications for updates to these work orders. (Note that they will also receive an email notification that they were assigned these work orders when they are created.)
Toggle on Permission To Enter and type in Entry Notes to add relevant information about when and how to access the tenant’s unit.
Toggle on Approved By Owner to note that the owner has already approved the work.
Toggle on Parts And Labor and use the link to Add Line Item to track costs so you can easily create the necessary expenses for the property later. (Note that this is for informational purposes only, you will still need to create the expense or bill later.)
Related To: An optional field, choose a property and unit related to the recurring work order. The created work orders will show up on the Tasks tab of the property you choose.
(optional) Upload any files if necessary.
Click Save when complete.
Now that you’ve created the recurring work order, DoorLoop returns you to the Recurring Tasks page where you started. You can click on the recurring work order in the list to make changes if needed.
Note: Recurring Work Orders do not show up in your work orders section until the day that they are set to run and are created by the system. This also means that they will not show up on your DoorLoop Calendar until then.
Next Steps
Learn how to update and edit tasks and work orders after they get created on the schedule you set for your recurring tasks and work orders.
Learn how to edit recurring tasks and work orders to change future occurrences of these items.