Task Reminders & Recurring Tasks in Ontraccr Boards
⏰ Task Reminders & Recurring Tasks in Ontraccr Boards
Overview
Ontraccr allows you to add reminder emails and set up recurring tasks when configuring automated or manual tasks. These features help teams stay proactive, meet deadlines, and maintain consistency in repeatable workflows.
🎯 Why Use These Features?
Use reminders to:
- Alert users ahead of due dates
- Ensure nothing is forgotten
- Send heads-up emails to stakeholders, not just assignees
Use recurrence to:
- Create repeat tasks on a daily, weekly, or annual schedule
- Track recurring inspections, renewals, or follow-ups
- Automate predictable, scheduled work
🧩 Where to Configure Reminders & Recurrence
When creating a task (manually or through a “Create Task on Status Change” workflow):
- Scroll down to the Reminder Emails section.
- Add one or more users to receive reminders.
- Configure the Reminders panel:
- Choose how many days or weeks before the due date each reminder should be sent
- Add multiple reminders if needed (e.g., 7 days and 2 days before)
🔁 Recurrence Options
Scroll to the Repeat Settings section of the task:
| Option | Description |
|---|---|
| None | Default — task happens once |
| Daily | Repeat every day |
| Weekly | Repeat every week |
| Annually | Repeat once a year on the same date (e.g., annual inspection) |
Note: Most teams use annual recurrence for safety checks, equipment certifications, or performance reviews.
✅ Example Use Cases
| Use Case | Feature Used | Setup Example |
|---|---|---|
| Permit submission task | Reminder | Send to PM & coordinator 2 days before due date |
| Equipment inspection | Recurrence + Reminder | Repeat annually, reminder 1 week before |
| Employee review | Recurrence | Repeat annually for HR onboarding |
| Client follow-up | Reminder only | Notify sales 3 days before task is due |
🧠 Tips & Edge Cases
- Reminders are not limited to the task assignee — you can include any internal stakeholder
- Recurring tasks do not automatically chain — each recurrence is its own item
- Reminder frequency is based on the task due date, not the creation date
- Combine reminders + auto-assignment for hands-free recurring workflows