Among all the assets you manage in any project, time is the most important one. Forgetting important tasks or missing deadlines can have a cascading effect when multiple other associate tasks also get delayed. By setting Notion recurring tasks, you can ensure that you keep track of them effectively. They automatically appear on your Notion calendar at specified dates and times, reducing the risk of oversight.
Notion effortlessly handles repetitive yet crucial tasks by means of its database feature.
In this article, we'll guide you through the sequential process of creating recurring tasks in Notion.
Here are the 6 steps to creating Notion recurring tasks:
1. Open the Notion database
Databases serve as the central hub for anyone managing projects in Notion. This is where you orchestrate your project's components, keep tabs on tasks, and ensure progress aligns with objectives.
Every task, no matter how intricate, finds its place in the database, ensuring no element is misplaced or forgotten. The tool's capability to integrate recurring tasks is exclusive to its database function.
The first step to setting recurring tasks in Notion is navigating to a database.
Whether initiating a new database or accessing an existing one, this starting point provides the platform for the subsequent steps. For demonstration purposes, we'll refer to a database designed to manage content in Notion for a recruitment agency, depicted in the image below.
2. Click on the drop down next to the “New” Button
Locate the dropdown menu adjacent to the "New" button at the top-right corner of your database interface, as displayed in the below image.
That’s where you can find the option to create a local database template that will later transform into a recurring task.
3. Click on ”New Template”
Here’s what a new blank template looks like:
4. Add items that should appear each time the template is added to the database
To set up recurring reminders using a template, start by adding the items you want to appear each time the Notion template is utilized.
You have the flexibility to include icons, cover images, and properties to enhance the template's utility.
For instance, in our example, we've set the default task status to 'Create Brief', a property that can be immensely useful. Additionally, you can integrate a to-do list within the template to streamline your workflow. Notion allows you to reset this list daily, aligning with your productivity goals.
The image below provides a visual representation of this setup for clarity and ease of implementation.
5. Select frequency and click on “Save”
Now that you have your recurring task template prepared, it's time to instruct Notion on when to add these tasks to the database automatically.
To do that, return to your database and locate the dropdown adjacent to the "New Button".
Click on the "..." icon next to the recently crafted template and select "Repeat". In the following screen, select for the frequency, as displayed in the below image.
In our case, we're selecting "Every week" for our recruitment blog reminder scheduled for Thursdays.
Notion conveniently displays all seven days of the week for you to choose from. In our scenario, we've chosen Thursday as our designated day. Furthermore, you can precisely set the time when you want the task to populate in your calendar right from the same view.
6. Add the template as a task in your database
Finally, we now have the template ready and we have also informed Notion when the recurring task should appear on the calendar.
But there’s one final step — we need to add the template to the calendar once to set the wheels in motion. That step is simple, just go back to the calendar, create a new task, and select the template, as displayed in the below image.
Notion recurring tasks not working? Here are some potential reasons:
- Incorrect Configuration: Double-check your task settings. Ensure you've selected the right recurrence pattern and frequency. Any mistake here can disrupt the recurrence.
- Inadequate Permissions: Verify that you have the necessary permissions to create and manage recurring tasks in the particular Notion workspace. Insufficient privileges can hinder this feature.
- Offline Mode: If you're in offline mode, Notion might struggle to sync and execute recurring tasks accurately. Make sure you're connected to the internet.
- App Updates: Ensure you're using the latest version of the Notion app. Outdated versions might have bugs or lack newer features crucial for proper recurrence.
- Server Issues: Occasionally, Notion servers can experience downtimes or issues. Check Notion's status or support page for any ongoing problems.
- Device-Specific Problems: Certain devices might have compatibility or performance issues with Notion's recurring tasks. Try accessing Notion on a different device to test.
What is a recurring task on Notion?
A recurring task on Notion is a task that automatically reappears in a database at specified intervals (daily, weekly, monthly), making task management more efficient. This feature is particularly useful for tasks that need regular attention or follow a predictable schedule.
Once configured, Notion ensures these tasks automatically populate on your calendar or task list, helping users stay organized and on top of their responsibilities without the need for manual task creation.