Recurring Tasks

Automate routine work with recurring tasks that generate automatically on your schedule - daily, weekly, or monthly.

Recurring tasks save time and ensure routine work never gets forgotten. Set them up once, and EquineOps automatically creates tasks on your specified schedule, keeping your daily operations running smoothly without manual task creation.

What Are Recurring Tasks?

A recurring task is a task template that automatically generates new task instances on a schedule you define. Instead of manually creating the same task every day, week, or month, you set up the recurring template once and let EquineOps handle the rest.

How Recurring Tasks Work

1. Create Template: You define the task details and schedule once
2. Auto-Generation: EquineOps automatically creates task instances on your schedule
3. Complete Instances: Your team completes each generated task
4. Continuous Creation: New tasks keep generating according to the schedule
5. Edit Template: Changes to the template affect future task instances

Recurring vs. One-Time Tasks

Understanding the difference:

One-Time Tasks:

• Created manually as needed
• Completed once, then done
• Great for unique activities or non-routine work

Recurring Tasks:

• Created once, generate automatically
• Multiple instances over time
• Perfect for routine work that happens regularly

Common Recurring Task Examples

Here are typical recurring tasks used in equestrian operations:

Daily Recurring Tasks

Morning Feeding Checklist

• Schedule: Every day at 6:00 AM
• Tasks: Check water buckets, distribute hay, give grain, check for injuries

Evening Barn Check

• Schedule: Every day at 8:00 PM
• Tasks: Final water check, hay for night, all horses accounted for, secure barn

Stall Cleaning

• Schedule: Every day at 9:00 AM
• Tasks: Muck all stalls, add fresh bedding, check for damage

Daily Health Observations

• Schedule: Every day at 7:00 AM
• Tasks: Observe each horse for signs of illness, injury, or unusual behavior

Medication Administration

• Schedule: Every day at 5:00 PM
• Tasks: Give prescribed medications per vet instructions

Weekly Recurring Tasks

Deep Stall Cleaning

• Schedule: Every Saturday at 10:00 AM
• Tasks: Strip stalls completely, disinfect, fresh bedding

Tack Cleaning

• Schedule: Every Sunday at 2:00 PM
• Tasks: Clean and condition all saddles, bridles, and training equipment

Water Trough Scrubbing

• Schedule: Every Wednesday at 1:00 PM
• Tasks: Empty, scrub, and refill all paddock water troughs

Arena Maintenance

• Schedule: Every Friday at 4:00 PM
• Tasks: Drag arena, water if dry, check footing depth

Blanket Check

• Schedule: Every Monday at 8:00 AM (during winter months)
• Tasks: Check all blankets for fit, damage, cleanliness

Monthly Recurring Tasks

Barn Deep Clean

• Schedule: First Saturday of every month at 9:00 AM
• Tasks: Wash aisle, clean cobwebs, organize tack room, disinfect feeders

Equipment Maintenance

• Schedule: 15th of every month at 2:00 PM
• Tasks: Check all fencing, inspect gates, test water heaters, review safety equipment

Supply Inventory

• Schedule: Last Friday of every month at 3:00 PM
• Tasks: Count grain, supplements, bedding; check first aid supplies; order as needed

Fire Extinguisher Check

• Schedule: First Wednesday of every month at 11:00 AM
• Tasks: Verify extinguishers are charged, accessible, and not expired

Pest Control Treatment

• Schedule: 10th of every month (or per exterminator schedule)
• Tasks: Coordinate pest control visit, address any issues

Setting Up Recurring Tasks

Ready to create your first recurring task? Here’s the complete process:

What Happens After Creation?

Once you create a recurring task, here’s what happens:

Automatic Task Generation

EquineOps automatically creates task instances according to your schedule:

• Daily tasks: Generated each day at the specified time
• Weekly tasks: Generated on the specified days each week
• Monthly tasks: Generated on the specified date each month

You’ll see individual task instances appear in your task list, ready to be completed.

Completing Task Instances

Each generated task instance is completed independently:

1. Task appears in your task list
2. Assigned person completes the work
3. Check off the task to mark it complete
4. Task shows as completed with timestamp and completer name
5. Next instance generates according to schedule

Completing one instance doesn’t affect future instances - they’ll keep generating on schedule.

Task History

View the complete history of a recurring task:

• See all past completed instances
• Review who completed each instance and when
• Track consistency and accountability over time
• Identify patterns or missed completions

This historical record is valuable for quality control and training.

Managing Recurring Tasks

After creating recurring tasks, you’ll need to manage them as routines change:

Editing a Recurring Task Template

To change future task instances:

1. Open the Task: Find the recurring task template (look for recurring icon)
2. Click “Edit Template”: Opens the template editor
3. Make Changes: Update title, instructions, schedule, or assignee
4. Save Changes: Future task instances will reflect the updates

Pausing a Recurring Task

To temporarily stop task generation:

1. Open the recurring task template
2. Click “Pause” or disable the recurring setting
3. Task generation stops immediately
4. Re-enable later to resume generation

Useful for seasonal work, equipment repairs, or temporary schedule changes.

Changing the Schedule

To adjust when tasks generate:

1. Edit the recurring task template
2. Update the recurrence pattern
3. Save changes
4. New schedule takes effect immediately

Example: Change “daily at 6 AM” to “daily at 7 AM” for daylight saving time adjustment.

Reassigning Recurring Tasks

To change who completes the task:

1. Edit the recurring task template
2. Update the “Assigned To” field
3. Save changes
4. Future task instances will be assigned to the new person

Current and past task instances keep their original assignments.

Ending a Recurring Task

To stop task generation completely:

1. Open the recurring task template
2. Set an end date for today or the past
3. Save changes
4. No new task instances will generate

Or simply delete the recurring task template to stop all future generation.

Recurring Task Best Practices

Clear, Complete Instructions

Since recurring tasks repeat many times and different people may complete them, instructions should be thorough:

Good Example:

Daily PM Feed Check - All Horses

Instructions:
1. Check all water buckets are clean and full
2. Give each horse 2 flakes of hay
3. Distribute grain according to feed chart on wall
4. Observe each horse for signs of illness or injury
5. Report any concerns to barn manager immediately
6. Ensure all stall doors are latched securely

Note: Feed chart is updated monthly - always check current chart

Avoid:

Evening feeding

The first version enables anyone to complete the task correctly. The second version requires insider knowledge.

Appropriate Scheduling

Match task frequency to actual operational needs:

• Don’t Over-Schedule: Only create recurring tasks for truly routine work
• Consider Seasonality: Use start/end dates for seasonal tasks
• Account for Days Off: Exclude holidays or adjust for operational calendar
• Review Regularly: Ensure recurring tasks still match current needs

Strategic Assignment

Think carefully about who should complete recurring tasks:

• Leave Unassigned: For tasks any team member can do
• Assign to Roles: If your system supports it, assign to “Barn Manager” rather than “John” for long-term stability
• Rotate Assignments: Consider manually rotating weekly to distribute work
• Skill-Based: Assign specialized tasks to qualified staff

Template Organization

Keep recurring task templates organized:

• Clear Naming: Use descriptive names that include frequency
• Grouping: Create similar tasks together for related routines
• Documentation: Keep notes about why tasks exist and how to complete them
• Regular Review: Periodically review all recurring tasks for relevance

Accountability and Follow-Up

Use recurring tasks to maintain accountability:

• Check Completion Rates: Review which recurring tasks are consistently completed
• Address Gaps: Follow up on missed recurring tasks
• Team Discussions: Talk about recurring task routines in team meetings
• Adjust as Needed: If tasks aren’t being completed, investigate why and adjust

Advanced Recurring Task Strategies

Cascading Checklists

Create multiple related recurring tasks that work together:

Morning Routine:

• 6:00 AM: “Barn Opening Checklist”
• 6:30 AM: “Feed Preparation”
• 7:00 AM: “Morning Feeding”
• 7:30 AM: “Turnout Checklist”
• 8:00 AM: “Stall Cleaning Begins”

Each task flows into the next, creating a smooth operational routine.

Seasonal Variations

Use start and end dates to create seasonal task variations:

Winter Version (Nov 1 - Mar 31):

• “Daily Blanket Check - All Horses”
• “Check Heated Water Buckets”

Summer Version (May 1 - Sep 30):

• “Apply Fly Spray - All Horses”
• “Check Fans in Barn”

Different tasks for different seasons keep routines relevant.

Progressive Training Tasks

Use recurring tasks for training progressions:

Week 1-2: “Groundwork - 15 minutes walk/trot on lunge” Week 3-4: “Groundwork - 20 minutes including canter transitions” Week 5-6: “Groundwork - 25 minutes with poles and cavaletti”

As each phase completes, update the recurring task template for the next progression.

Quality Control Workflows

Create recurring inspection tasks:

• Daily: Basic safety checks
• Weekly: Detailed facility inspection
• Monthly: Comprehensive safety audit

Layer different frequencies for thorough quality control.

Troubleshooting

Task didn’t generate today

Check these common issues:

• Verify the recurring task is active (not paused)
• Check if today matches the schedule (weekly tasks only generate on specified days)
• Confirm start date hasn’t been set to a future date
• Look for any error messages or system notifications

Too many tasks generating

If you’re overwhelmed by generated tasks:

• Review all recurring task templates
• Pause or delete unnecessary recurring tasks
• Adjust frequency (change daily to weekly if appropriate)
• Consolidate similar tasks into one comprehensive task

Tasks generating at wrong time

• Edit the recurring task template
• Update the generation time or schedule
• Save changes
• New timing takes effect immediately for future instances

Can’t find recurring task template

• Look for tasks with a recurring icon in the task list
• Filter tasks by “Recurring” status
• Check the template section if your system has one
• Search by task title

Next Steps

Now that you understand recurring tasks, explore related features:

• Default Task Types - Understand task types for recurring tasks
• Custom Task Lists - Combine recurring tasks with custom lists for projects
• Task Management - Return to the main task management guide

Ready to set up your first recurring task? Navigate to the Tasks page and create a template for your most routine work!

Need Help?

Questions about recurring tasks? Our support team is here to help:

• Email: support@equineops.com