The checks nobody should have to remember
Some work comes round every day whether anybody writes it down or not. Describe it once - what it is, how often, what time, whose it is - and the job appears on its own from then on.
Recurring work is a rule that creates a job on a schedule: every day, on weekdays only, once a week on a day you choose, or once a month on a date you choose. You set the time it should appear, who it belongs to and which department it sits in. From the moment it appears it is an ordinary job - it shows on the owner's briefing, it is chased if it goes past its deadline, and it carries the same history as anything else.
- Patterns
- Daily, weekdays, weekly, monthly
- Created at
- A time you set, in your timezone
- Created
- Once a day, however often the check runs
- After that
- An ordinary job, chased normally
- Set up by
- Owner or manager, in the dashboard
The work that comes round again
Daily checks
Temperature logs, opening and closing checks, deliveries. The things an inspection asks to see, and the things nobody writes down.
Servicing and calibration
Monthly equipment checks that currently depend on somebody remembering they are due.
Certificates and renewals
Safety checks and inspections, created before the date rather than chased after one has lapsed.
Weekly calling
Recall lists, service reminders, follow-up rounds - the calling that never quite gets to the top of the pile.
Shift handovers
A job at the start of each shift for whatever the last one left, so it is asked rather than assumed.
Stock and ordering
The weekly count somebody is supposed to do, appearing as a job with a name against it.
What you set
- What has to be done
- In your words
- How often
- Daily to monthly
- What time
- Your timezone
- Whose it is
- Or unassigned
- Deadline
- Optional, hours after
One job a day, not one every fifteen minutes
A scheduler that creates duplicates is worse than no scheduler. Your team stops trusting the list within a week, and the noise buries the work that matters.
So a rule records the day it last produced a job and refuses to produce another one that day. The check that creates them runs every quarter of an hour, and running it ten times over changes nothing. That is also what makes it survive a server that was off overnight: it catches up on the next run rather than silently skipping the day.
- Each rule creates its job at most once per day, whatever happens
- A server that was down at 8am creates the job when it comes back, not never
- Pausing a rule stops it without deleting the jobs it already produced
- Deleting a rule leaves that work alone - a rule going away should not erase what people did
- A monthly rule is capped at the 28th, so it exists in February too
Set up in the dashboard, not over WhatsApp
Recurring rules are created by an owner or a manager in the dashboard. You cannot yet tell the assistant "every Monday check the fire extinguishers" and have it build the rule.
That is deliberate for now. A rule creates work every week for months, so a misread instruction is expensive in a way a misread one-off job is not. It is a reasonable thing to add once the wording people actually use is better understood - and it is on the list rather than ruled out.
- Created and edited in the dashboard, by an owner or manager
- Staff receive the jobs; they do not set up the rules
- Not created from a WhatsApp message - yet
- Everything else about the job behaves exactly like any other
More of the assistant
On this page
What if nobody does the recurring job?
It behaves like any other job. Give it a deadline and it is chased - privately, inside your working hours, up to the number of attempts you allow, then escalated to you. Leave it without one and it sits on the list until somebody closes it, and shows on the owner's briefing as outstanding.
Will it pile up if we are closed for a week?
A daily rule creates a job each day it falls on, so a week of closure leaves a week of open jobs. Pause the rule while you are closed - pausing keeps everything it has already produced and stops new ones, and switching it back on resumes from that day.
Can two people share a recurring job?
A job belongs to one person, as everywhere else in the product - that is what makes it traceable. For a check anybody can do, leave it unassigned and it appears on the owner's list to hand out, or create one rule per person.
Does it cost anything to run?
Nothing measurable. Creating the job is a database write, not a call to your AI provider, so a dozen recurring checks a day add nothing to the running cost on the <a href="/pricing/">pricing page</a>.