Recurring & Scheduled Tasks: Automate the Routine

Every shift leans on the same short list of jobs. The space gets opened the same way each morning. The same checks get logged. A deep clean comes around every week, a stock count every month. None of it is complicated — the hard part is remembering to create each task, assign it, and follow up, again and again. Miss the reminder once, and the job quietly slips.

Scheduled Tasks takes that remembering off your shoulders. You build a job one time — every day, on set weekdays, monthly, or on your own interval — and Loopapa drops a fresh copy into the right list on the right morning, on its own. This guide covers how recurring and one-time scheduled tasks work, how they handle the days you're closed and your own start time, and what each plan includes.

What are scheduled tasks in Loopapa?

Scheduled Tasks is where you set up any job that should appear on its own, instead of being created by hand each time. You build it once, choose when it should run, and Loopapa adds it to your team's daily list automatically — on every day it's due. There are two kinds, shown as two tabs: Periodic for anything that repeats, and One-Time for a single job on a future date.

Behind every scheduled task is one saved setup — the blueprint. Your team never sees that blueprint; what they see is a fresh, normal task in their list each day it's due, ready to open, work on, and mark done. Edit the blueprint and only future copies change — the ones already finished stay exactly as they were, as your record.

How does Loopapa create scheduled tasks each day?

Once a day, at the start hour you set, Loopapa looks at every schedule you've saved and builds that day's tasks for you. It runs in your own time zone, creates one task per schedule that's due, and never makes a duplicate. By the time your team clocks in, the list is already there — assigned, with deadlines and reminders set.

1. 1

   Set the schedule once

   Write the task, pick who it's for, and choose its rhythm — daily, set weekdays, monthly, or your own interval. This saved setup is the blueprint.

2. 2

   It runs at the start of your day

   At the hour your operational day begins, Loopapa checks every saved schedule against today — is it due, is it an open day, and has it already run?

3. 3

   Each due task lands in the list

   Every schedule that passes becomes a fresh task in your team's list — once, with no duplicates — ready to open, work on, and mark done.

What repeat patterns can you set?

A repeating task can run on whatever rhythm the work needs. Pick the shape that fits, set a start date, and add an end date only if it shouldn't run forever. Loopapa turns your choice into a plain-language summary so there's no guesswork about when it fires.

• Every day — runs once each day. Built for opening and closing routines.
• Weekly — runs on the weekdays you pick, like Monday, Wednesday, and Friday.
• Monthly — the most flexible. Set it by date — one or several days at once, like the 1st, the 15th, and the last day (which always lands on the true end of the month, the 28th through the 31st) — or by position, like the first and third Monday, or the last Friday.
• Custom interval — runs every few days or weeks — every 3 days, every 2 weeks — counted from the start date.
• Yearly — runs once a year, on a date you set or a position like the first Monday of December. Made for annual jobs: a license renewal, a yearly safety audit, a team member's work anniversary.

A single monthly schedule can hold several dates or positions at once, so one task covers patterns a basic reminder can't — there's no need to create three separate tasks for the 1st, the 15th, and month-end.

And you don't assemble any of this by hand. Describe the task the way you'd say it to a colleague — Loopapa's AI reads the timing and sets the schedule for you. "Deep-clean the spa every Monday morning" is enough: it picks the weekly pattern, the day, and the reminder, then saves it as a schedule. You just speak or type the task, then confirm.

What this looks like in a hotel

Picture a hotel. The same work repeats on a rhythm everyone knows: housekeeping opens every floor each morning, the spa gets a deep clean every Monday, fire extinguishers are checked on the first Monday of the month, the full inventory is counted on the last day, and once a year the team celebrates a colleague's work anniversary. None of it should hang on someone remembering to write the task.

So the operations manager sets each one up once and assigns it to the right team. From then on, every morning the day's work is already waiting in each person's list — opening checks for housekeeping, the deep clean when Monday comes, the safety check on the first Monday, the count on month-end. Nobody creates them; people just do them.

Even the anniversary takes care of itself. Set once as a yearly task, it surfaces on the right morning — so the gesture never slips through the cracks of a busy week.

How scheduled tasks fit with the rest of Loopapa

Because every scheduled task arrives as an ordinary task in the list, it works with everything else in Loopapa — the same statuses, the same chat, the same reminders. Here's where it connects.

How many scheduled tasks can each plan run?

Building schedules is unlimited on every plan, including Free — create as many recurring and one-time tasks as your operation needs. What your plan sets is how many of them actually run on a single day.

Running tasks on the days you're closed unlocks from Starter up. A one-time task is the exception either way — it always runs on the exact date you picked, even a closed one, on every plan including Free.

Frequently asked questions