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Scheduling

A task can carry a due date and a scheduled at date, and can also carry its own recurring or one-time actions — a reminder, a flow, or an assistant, set to run automatically. This page covers all three, the calendar that plots them, and what happens to them once a task is closed.
Full field-by-field task reference — including subtasks, comments and time tracking — lives on the Tasks page. This page is about time: dates, the calendar, and automated actions.

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Due dates and overdue

A task’s due date is its deadline. Once set, QuivaWorks shows how close it is wherever the date appears — on the task card, in the list, in its details: overdue and due today are called out in a different colour from the rest, so a scan down a list or board finds them first. A scheduled at date is separate — when the work is planned to start, rather than when it’s due. A task can have either, both, or neither.
A status marked complete closes the task to further scheduling activity — see Completed tasks below. A closed task’s due date no longer drives anything.

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The Schedule view

The Tasks panel’s third view — alongside List and Board — is Schedule: a calendar of everything time-based in the Space.

Views

Day, week, month, year or list — switch from the calendar’s own toolbar.

Entry types

Due Tasks, Scheduled Tasks and Recurring Events — toggle each on or off independently.
  • Due Tasks plots each task on its due date.
  • Scheduled Tasks plots each task on its scheduled-at date.
  • Recurring Events plots every future occurrence of the recurring and one-time actions described below, expanded out across the visible range.
A due or scheduled entry can be dragged to a new date, which updates the task directly — a one-time or recurring event cannot, since it isn’t tied to a single date to move. Opening a folder scopes the same three-view switcher to that folder’s tasks; open the whole Space’s Tasks panel for everything at once.

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Scheduled actions on a task

Beyond its due and scheduled dates, a task can carry its own automated actions — something that fires on a schedule without anyone opening the task. These live in the Automation section of the task form, alongside the task’s other details. Add one with Add recurring action — despite the name, it covers both a single, one-time firing and a repeating schedule:
1

Choose when

Frequency: Once, Daily, Weekly (pick the days), Every weekday, or Monthly (a specific day of the month, or an ordinal weekday like “the second Tuesday”). Set a time of day, and — for anything but Once — a timezone.
2

Optionally, set an end date

Turn on Ends and pick a date. Left off, a recurring action keeps firing indefinitely.
3

Choose what happens

Notification, Assistant / AI action, or Flow trigger — see below.
4

Save

A summary line (“Recurs every Monday and Friday at 9:00 AM (Europe/London)”) confirms exactly what you’ve set before you save it.
If you’re still creating the task, an action you add is held until the task itself is saved, then created against it — the same pattern task actions use.
An existing action can be reopened from the same list to edit or delete it.

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The three action types

Pick one or more recipients and write the message they’ll be sent.
Pick an assistant and write the prompt it should act on, with the task as context.
Pick a flow and, optionally, a JSON payload to trigger it with.

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Who it runs as

A scheduled action always runs as whoever set it up — or whoever last edited it, if it’s been changed since. It never runs as anyone else. If that person’s access to the account is later removed, their scheduled actions stop firing rather than continuing to run without them.

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Completed tasks stop here

Marking a task’s status complete closes it. From that point on, none of the above continues for that task:
  • Recurring and one-time actions stop firing.
  • Overdue checks stop applying to its due date.
This is what the Complete flag on a status is for — configured per Space in Edit Space → Tasks → Statuses. See Tasks: Statuses for how statuses and the Complete flag are configured.

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Where to go next

Tasks

Every field on a task, and the List and Board views.

Task Actions

The checklist a task can carry, separate from its scheduled actions.

File Management

Folders, uploads and document approvals.

Spaces Overview

The panel model this page builds on.