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If you are like most entrepreneurs, service providers, or business owners, you probably spend far too much time doing the same repetitive work every single week.
Think about it: every Monday, you create the same client check-ins, weekly planning sessions, bookkeeping reminders, and meeting prep tasks. Each one might only take a few minutes, but over time, that small effort adds up to hours of lost productivity and mental fatigue.
The truth is, those little setup moments drain your focus. They interrupt your flow and keep you stuck in maintenance mode instead of growth mode.
Your brain stays busy remembering “what needs to be done” instead of focusing on the meaningful work that drives your business forward.
That is exactly where recurring tasks come in.
In the latest YouTube video, Yvonne Heimann shows how you can use ClickUp recurring tasks to completely automate your repeat workflows in just five clicks.
Once you set them up, ClickUp will automatically create your tasks at the exact times you need them, without you lifting a finger.
The result? You reclaim over ten hours every month and finally stop wasting your energy on work that should be running itself.
The Five-Click Setup: Streamline Your Recurring Tasks
The real magic of ClickUp lies in its recurring tasks feature.
Instead of manually creating the same to-dos over and over again, recurring tasks act as your built-in personal assistant that never forgets and never takes a day off.
Here is how to set it up step by step:
Set up a new task: Start by creating the task you want to automate.
Assign and schedule: Always assign an owner and due date to make sure accountability stays clear.
Choose recurrence: Define how often the task should repeat. You can set it to recur daily, weekly, monthly, quarterly, or annually.
Customize what repeats: Decide what information carries over, like attachments or task details, and what should not, like old comments.
Save and relax: Once the setup is done, ClickUp takes over. Your recurring tasks will appear exactly when you need them, without manual input.
This five-click setup removes repetitive busywork and ensures you never forget an important routine task again.
Common Mistakes When Setting Up Recurring Tasks
While recurring tasks are a game changer, small setup errors can make them less effective. Yvonne highlights three common mistakes that often break recurring workflows.
1. The Status Trap
Many users mistakenly trigger recurrence based on status changes such as “complete.” The problem is that if you fall behind, your next task may never generate. Instead, always set recurrence on schedule. This ensures tasks appear at consistent intervals and lets you track whether you are actually keeping up with your routines.
2. Duplicating Too Much Information
It is tempting to copy everything into each new recurring task, but that can create unnecessary clutter. Comments or discussions from last week rarely apply to the next cycle. Choose only the essential information that carries value forward.
3. Ignoring Workspace Maintenance
Recurring tasks can pile up quickly if you do not mark them complete. Keep your business routine list tidy by regularly checking off finished work. ClickUp helps hold you accountable, but the cleanup habit is what keeps your workspace running smoothly.
Handling Uncommon Recurring Tasks
What if your schedule does not fit the usual weekly or monthly pattern? Maybe you need something every Tuesday and every other Thursday.
The great news is that ClickUp’s recurring tasks are flexible enough for any setup. Yvonne recommends creating separate tasks for each timing pattern.
For example, one task can recur every two weeks on Tuesday, and another can recur every other Thursday. You can even set up a four-week rotation with one task per week to handle irregular schedules.
This simple method ensures your recurring tasks adapt perfectly to your workflow, no matter how unique your business routine is.
Supercharging Recurring Tasks with Automations
Recurring tasks are powerful on their own, but when paired with ClickUp’s automation features, your workflows become unstoppable.
Imagine this: every time a recurring task for “monthly invoice review” appears, it automatically assigns your finance team, updates the project status, and schedules a follow-up reminder. No manual handoffs, no missed steps, and no wasted time.
Here is how to connect recurring tasks with automations:
Go to Manage Automations in ClickUp.
Choose “When a task is created.”
Define the actions you want to trigger such as assignments, notifications, or status updates.
With this setup, your recurring tasks will kick off entire workflows automatically, freeing your team to focus on meaningful, revenue-driving work.
Action Steps: Start Using Recurring Tasks Today
Here are a few ways to put everything into action right now:
Create a business routine list: Add every repeating business task that is not client-specific, such as bookkeeping, meetings, or reporting.
Add recurring tasks: Use the five-click method to automate all repetitive work.
Streamline with automations: Combine recurring tasks with automations for full process optimization.
Keep your workspace clean: Regularly mark tasks complete and review what is truly needed.
Build a Business That Runs on Recurring Tasks
Once you start using recurring tasks and automations, your business will begin to run more efficiently without requiring constant attention from you.
You will spend less time managing and more time creating, leading, and living your life.
If you are new to ClickUp, grab the The Ultimate ClickUp QuickStart Guide, which includes five pre-built spaces and detailed training to help you implement recurring tasks and automations the right way.
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Video Transcription:
Yvonne Heimann [00:00:00]:
Are you still manually creating the same task and ClickUp every single week or maybe even every single day? What if I told you there’s a feature that creates those tasks automatically in just about five clicks? That’s exactly what I’m showing you today. And by the end of this video, you’ll never waste another Monday recreating tasks. Now here’s what we’re going to cover over the next few minutes. The five click setup that saves you more than 10 hours every single month. Not to mention the brain power it seems you for not needing to remember. And that’s exactly where recurring tasks in ClickUp is your answer to this madness. Kind of think of them as your personal task creation assistant that never takes a day off. And not only that is more fanciness to this.
Yvonne Heimann [00:00:48]:
And I’m also going to show you our workflow and system. You also will learn how to connect these automations to run pretty much your entire business and the three mistakes that break most people’s system. Let’s start with the process and then I’ll give you a couple of extra bonus tips too. As you can see right here. Hint hint. There is your bonus tip. Have a business routine list in your headquarters. All of the stuff that’s not client related, all the stuff that needs to happen like bookkeeping and downloading statements, just get it in here so you don’t forget it.
Yvonne Heimann [00:01:21]:
And you don’t have to create tasks for this again. No matter if that is daily tasks, weekly tasks, quarterly tasks or annual tasks. Throw them in here and set the schedule. And here is how you set the schedule. We simply set a new task right in there. Awesome. We know that. You heard me preach it.
Yvonne Heimann [00:01:42]:
Always set an assignee. Always set a due date. Okay, we got it. We got it so far. That’s easy, right? To set your recurring. We go in here and here’s the first one. Do not make that mistake. Mistake number one, don’t do the change on status.
Yvonne Heimann [00:02:01]:
Just don’t. How often do we do not what we are supposed to be doing. How often are we late on something? You don’t want to do this on status. I always do on schedule because it allows us to track what we have done, what we have not done. How often are we actually sticking to our habits? No, that only happens when you do these on schedule. And that’s also where we always create a new task. Because just moving the task to next week doesn’t hold us accountable, let’s be honest. And that’s where the first thing comes in.
Yvonne Heimann [00:02:35]:
Actually that’s the second mistake by now the first mistake was setting out on anything but repeat on schedule. The second mistake is to not clean up what you are creating. What are you duplicating? For example, don’t duplicate your comments. The chances are that the conversation for last week’s task has no correlation to next week’s task. So let’s not duplicate that and then go through what else in here makes the most sense to you to copy over and then save it. You can recur it forever or you can say okay, this is just a task that I need to recur 30 times and if you do want to update the status, go update the status to something we just literally keep it at to do and usually recur forever because I always can turn it off if I want to. And that is the first and easy step of how to set up a recurring task and ClickUp without spending brain power on always having to remember you don’t. Heck, if you want to set a time for that, you can set a time for that too and recur it on a specific time.
Yvonne Heimann [00:03:43]:
If you are like me, or even just remotely like me, you probably sit there Monday mornings at 7am and you follow the same kind of ritual. Opening up ClickUp manually creating client check ins, weekly planning team meetings, content reviews. If you calculate that time, that’s easily 20 minutes every single Monday. Let’s be honest, it’s more than 20 minutes. And even if it’s really just 20 minutes on a Monday, you already can see how fast that adds up. 20 minutes times 52 weeks? That’s just insane. That is not time you should be spending just managing recurring tasks. Here is an another pro tip for you.
Yvonne Heimann [00:04:23]:
When we go in here often enough, I get the question of yeah, but what if my schedule is weird and I can’t just do the weekly recurring. I need a really weird schedule like every Tuesday and every other Thursday. Little tweak. Set up two tasks. Meaning we have another test task that now we are setting up for every other Tuesday. So we start the recurrence on a Tuesday on schedule. We talked about this. On schedule.
Yvonne Heimann [00:04:57]:
We do the recurring rather than weekly. We do a custom of every two weeks. So now by using just two different tasks that you are kind of moving around if you need different times or just a different cadence, that’s how you can make this happen within ClickUp Recurring tasks don’t try to make it just happen in one task, simply generate a couple. Sometimes we even do four because four weeks and we don’t need the fifth week so week one, week two, week three, week four and we repeat them however we need them on the different times and all the things and just customize them accordingly. That’s how really simple it is to get the most out of your ClickUp Recurring tasks and here’s where things get exciting. These recurring tasks can also trigger other actions and automations the moment they are created. Let’s say you have a recurring task for monthly invoice review. You can set up an automation so that when this task is created it instantly assigns your finance team or or a notification goes out to your chat or the product status is updated and follow up reminders are scheduled.
Yvonne Heimann [00:06:22]:
So this is just the beginning of really systemizing and automating your business and suddenly you don’t have any manual handoffs anymore. No missed steps and this setup is really simple. Just go into your ClickUp automations, Manage automation, add an automation when task is created and set the action items that you want to have happen afterwards. Now there’s three mistakes that happen in almost every setup task created at the wrong times. We talked about this. Always do it on the schedule, so make sure about that one and check your workspace time zone settings so that you actually have the due date in the due time at the right moment. Panic about skipping occurrences. Just delete a single occurrence if you don’t need it.
Yvonne Heimann [00:07:14]:
The rest of the pattern just continues as it was said and letting your workspace get cluttered. Yes, we create a task every single time. Fresh. That means ClickUp is going to call you out if you did not mark them complete. Yes, it’s going to hold you accountable. What a concept. Here are the action steps I want you to do right now. Hit that subscribe button if you haven’t already because I’m dropping new videos every single week.
Yvonne Heimann [00:07:46]:
And go set up your recurring tasks. You’ve I just showed you how simple it is and if you don’t have one yet, go set up your biz routine list right there too. And if you’re really fresh to ClickUp, we do have a great getting started bundle for you with five spaces to go and all the training you need to get started. Once you have recurring tasks running automatically, you are going to realize how your business is starting to run without you and without you constantly managing every single little detail. That’s the freedom we have to time for you to go take a vacation. And if you want to start systemizing your business, go check out that playlist right here and let’s start building a business that works for you. Not the other way around. I’ll see you in the next video.
