Notion Recurring Tasks - How to use them correctly?

Managing recurring tasks in Notion can save time and boost productivity by automating repetitive workflows.

In this guide, you will learn how to create recurring tasks step by step, allowing you to streamline your task management effectively. Notion doesn’t have a very intuitive recurring task feature like some other apps, but with the right setup, you can replicate this functionality.

If you’re new to Notion, it’s a powerful all-in-one workspace where you can write, plan, collaborate, and organize tasks. However, the ability to automate tasks is not the most intuitive. That’s where some this guide will come in handy.

Why Set Up Recurring Tasks?

Recurring tasks are ideal for activities that repeat on a regular basis. Whether you’re managing weekly reports, project deadlines, or daily routines, setting up recurring tasks ensures nothing falls through the cracks.

Benefits include:

• Time savings by reducing the need to manually recreate tasks.
• Consistency in maintaining deadlines.
• Increased productivity by focusing on what matters most.

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Step-by-Step Guide to Setting Up Recurring Tasks in Notion

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Step 1: Open / Set Up a Task Database

To manage recurring tasks, you'll need a task database in Notion. A Table or Calendar view is ideal for recurring tasks because it provides a clear structure and timeline. If you already have the database you want to use, great. If not:

1. Create a Database: Open a new Notion page, or navigate to an existing one. Type /table or /calendar to insert a database.
2. Add Columns: Customize your database with properties like:
   • Task Name: The name of the task.
   • Due Date: A date field for task deadlines.
   • Status: A checkbox or status field to track task completion.

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Step 2: Create a Template for Recurring Tasks

Notion allows you to create templates to reuse task structures easily. And this is exactly what we need, as using these templates will allow us to turn them into a recurring task.

Here is how you create a new template:

2.1. Inside your database, click the dropdown next to the "New" button.

In the top right corner of any database you have a blue button called "New", that also has a dropdown arrow on the right. Click on that.

2.2. Select “New Template”

Click on the "New Template" button to create one that you can use later, and of course that you can use to set up a recurring task in Notion.

2.3. Fill out your template

In the newly created template fill out the fields that you want to be autocompleted when this template is in use.

• Add a name to your template
• Set the date to "Today" - if you want the task to be created with the due date set on the creation date.
• Fill out other properties like tags, priority, status, etc.

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Step 3: Use the Template to Create Recurring Tasks

Now that you have your template created, all you need to do is to set it up to repeat. This is also quite easy. Just follow the following steps:

1. Open templates (dropdown option new "New" button)
2. Click on  "•••" for the template you choose
3. Click on the first option, "Repeat" and turn it on.
4. Set up the repeat frequency you want.
5. Hit "Save"

You have the following repeat options:

• Frequency:
  • Daily - Repeat every "X" days
  • Weekly - Choose the days you want it to repeat and also repeat ever "X" weeks. So you can set up a recurring task to repeat every second Tuesday for example.
  • Monthly - Repeat every "X" months
  • Yearly - Repeat every "X" years
• Start: Choose the date you want the recurring task to start repeating
• Create: Choose the time when you want the new task to be created

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Step 4: Create a Task Using the Template

Now, as a last step, just simply create a task with the template. Click on the dropdown arrow and select the template you created. This will create a new task. If you click on the "•••" icon at on the template, it will show you the next date that that task will be recreated.

And that's it. Your recurring task has been set up.

Check the following if Notion Recurring Tasks are not working:

• Configuration: Double-check your task settings. Ensure the correct frequency and recurrence patterns are set.
• Permissions: Ensure you have sufficient permissions to create and manage tasks in the workspace.
• Offline Mode: Notion may fail to sync and apply changes while offline.
• App Updates: Ensure you're using the latest version of the Notion app to avoid bugs and missing features.

Frequently Asked Questions

1. What is a recurring task in Notion?

‍A recurring task in Notion is a task that reappears automatically on a set schedule (e.g., daily, weekly, monthly). This feature helps users manage repetitive tasks without needing to manually recreate them each time.

2. How do I set up a recurring task in Notion?

‍You can set up a recurring task by creating a task template and using the built-in "Repeat" feature within the Reminder settings. Choose the frequency (daily, weekly, monthly) for the task to recur.

3. How can I stop a recurring task in Notion?

‍To stop a recurring task, navigate to the task, click on the "..." icon next to it, and disable the “Repeat” option. Alternatively, you can delete the task or template associated with it.

4. Why don’t my recurring tasks show up correctly?

‍Ensure the task template is correctly configured with the right recurrence settings. Also, check for app updates or issues with offline mode that might prevent the task from syncing properly.

5. Can I use third-party tools to automate recurring tasks in Notion?

‍Yes, you can integrate tools like Zapier to add additional layers of automation, but Notion’s built-in recurring functionality should cover most needs.

Conclusion

Notion’s native recurring task functionality helps users manage repetitive tasks efficiently, allowing for flexible scheduling and reminders. With the correct setup, you can keep your workflow automated and organized without extra tools.

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