Task Schedules automate work your team repeats on a predictable cadence, such as monthly reports, agenda preparation, or post-meeting follow-up.
Each scheduled task-creation occurrence starts a new cycle. ClerkDirect creates a fresh set of tasks for that cycle while tasks from earlier cycles remain independent.
Before you start
You must be an Administrator or Meeting Manager to create or manage Task Schedules.
The process owner and everyone assigned a scheduled task must be active members of the workspace.
Create a Task Schedule
Select Tasks in the sidebar, then open Task Schedules.
Select New task schedule.
Enter a schedule name.
Choose a Process owner. This person is added as a subscriber to every task the schedule creates, and schedule-generated notifications are sent in their name.
Under New tasks will be created on, choose the recurrence, time, and time zone. This task-creation cadence defines the cycle.
Add one or more task templates.
For each task template, enter its title and instructions, choose the people who should receive it, and set its due-date offset and priority.
If reminders are useful, turn on Task reminders, choose the reminder recurrence, and write the comment that should be added to incomplete tasks.
Select Create schedule.
A new Task Schedule starts as a draft. Draft schedules do not run automatically.
Activate a schedule
Select Activate when the schedule is ready. Activation enables future task-creation and reminder dates. It does not create tasks or send notifications immediately.
Assign the same work to several people
In a task template, use Assigned to to select one or more people. ClerkDirect creates a separate task for each selected person, so each task still has one accountable owner and can be completed independently.
For example, a template assigned to eight people creates eight tasks each cycle.
How reminders work
Reminders are optional and are off when you create a new Task Schedule.
At each reminder occurrence, ClerkDirect adds the configured message as a normal comment to every incomplete task created by that schedule. This includes unfinished tasks from earlier cycles. Tasks marked Done or Canceled are not reminded.
Because a reminder is a normal task comment, it uses the same notification rules as any other comment: the assigned person and subscribers are notified, along with anyone @mentioned in the message.
Manage an existing schedule
Edit: Changes apply to future task creation and reminders. Tasks already created are not changed.
Pause: Stops future task creation and reminders. Existing tasks remain open and can still be updated.
Delete: Removes the Task Schedule. Tasks and comments it already created are retained.
Create missed cycle tasks: Creates the task set for the most recent scheduled cycle when you need to catch up after its creation date. Running it again for the same cycle does not create duplicates, and future reminder dates stay on their original schedule.
Recurrence and time zones
Task Schedules use the same recurrence controls as recurring meetings. The selected time zone determines when the schedule runs and handles daylight saving time changes.
If you choose a recurrence such as the fifth Monday of the month, ClerkDirect runs only in months that contain a fifth Monday.
When a schedule needs attention
If the latest scheduled action fails, the Task Schedule shows Needs attention and ClerkDirect retries the action automatically. Check that its configuration is still valid and that the process owner and assigned people remain active workspace members.
Frequently asked questions
Does activating a schedule create tasks immediately?
No. Activation enables the schedule’s future dates. Use Create missed cycle tasks only when you need the task set for the most recent scheduled cycle now.
What happens to unfinished tasks when a new cycle starts?
They remain open. If reminders are enabled, they continue to receive reminder comments until they are marked Done or Canceled.
Do several selected assignees share one task?
No. Each selected person receives a separate task they can complete independently.
Does editing a schedule change existing tasks?
No. Edits affect only future task creation and reminder actions.
See Create and manage tasks and Task notifications, reminder comments, and subscribers for related guidance.