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Editing an Instance in a Series of Recurring Tasks: Explained

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This article accompanies our instructions for editing a single instance of a task after a series of recurring calendar-based tasks has been created. During this process, you will be prompted to customize several fields. Read below about each field and how it affects the task.

Important:

Once you edit a field for a single task in a series, it will not be overridden if you edit that field for the entire series later on, for example: If you change the title of an instance to "A" and then change the title of the series to "B", the title of above instance will still be "A".

Note:

"Name" is the only field required to create a Calendar-Based Task. "Timing" and "Recurrence" are required to create a recurring task. All other fields are optional.

Name

You can change the name previously given to the task.

Timing

You can choose when the task should begin:
  • Specific time: You decide for the assignee of the task when to begin the task - at the "Start date" and "Start time".
  • Flexible time frame: The assignee of the task decides for themselves when to begin and complete the task - anytime between the "Can start from" date and time and the "Must finish before" date and time.

You can also add the "Planned duration" of the task:
  • Schedule and prioritize tasks more efficiently based on the estimated task length.
  • Set expectations with the assignee regarding task length.

Recurrence

You can choose how often you want the task to repeat itself:
  • Daily
  • Weekly on Wednesday (for example)
  • Monthly on the second Wednesday (for example)
  • Monthly on the last Wednesday (for example)
  • Custom...

Note:

Depending on the month, the fourth Wednesday, for example, of the month may also be the last Wednesday in that month. Be sure to choose the correct recurrence based on your needs: Do you want the task to repeat on the last Wednesday of every month, even if it turns out to be the fifth Wednesday in some months?

Task Details

You can add free text to provide your team more information about the task. 

Checklist

You can create a task to-do list: Click Add item to create the list. You can re-reorder individual items when needed by clickingand dragging the item to a different spot on the list. 

Attachments

You can add files to provide your team important information about the task: Click Upload and select the relevant files or drag and drop files from a folder on your computer.

Priority

You can set the priority of the task: From the drop-down, select Low, Medium or High.

Assignee

You can assign the task to your team: Under "Assignee",  select Member to assign the task to a specific person, or Group to assign the task to a group of users. A member of the group can then assign the task to themselves. Select the relevant option from the drop-down.

Supervisor

You can assign a supervisor to the task: From the drop-down under "Supervisor", select the relevant option.

Applies to

You can specify whether the task relates to a reservation or a property:
  • To apply it to a reservation, click Reservation under "Applies to" and select the relevant option from the drop-down.
  • To apply it to a property, click Property under "Applies to" and choose one of the following options:
    • All will apply the task to all existing and future properties. If needed, you can exclude specific properties.
    • By rule will apply the task to existing or future properties that match one of the cities you select and at least one of the tags. If needed, you can exclude specific properties that would otherwise match this combination of cities and tags.
    • Specific will apply the task to specific properties.

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