Set up a recurring job schedule

This guide shows how to set up a recurring job schedule. Automating job creation saves administrative time and helps you provide consistent service to your clients.

You can create schedules for work that happens regularly, such as monthly retainers, quarterly maintenance, or weekly reporting. AtomicSam will then generate these jobs for you automatically based on the frequency you set.

Before you start

• You need the "Create and manage recurring jobs" permission to follow this guide.
• Consider creating a job template first. A template acts as a blueprint, pre-filling each new recurring job with standard line items, tasks, and assigned staff.

Create a recurring schedule

You create a schedule that defines the timing and content for future jobs.

1. Navigate to Jobs → Recurring Jobs.
2. Select New Recurring Job.
3. Choose a Client for the recurring jobs.
4. Enter a Job Title. You can use placeholders like {{month}} and {{year}} that will be filled in automatically when a job is created.
5. Set the Schedule Details:
• Repeats: Choose a frequency like Daily, Weekly, Monthly, or Yearly.
• Repeats every: Set the interval. For example, for a fortnightly job, you would set Repeats to Weekly and Repeats every to 2 weeks.
• Next job creates on: This is the date the first job will be generated.
• Ends: Choose when the schedule should stop. Select On date and pick a final date, or select Never to have it run indefinitely.
6. Under Job Creation Settings, decide how far in advance of the start date a job should be created. For example, setting this to 7 days means a job starting on the 15th of the month will be created and appear on your jobs list on the 8th.
7. If you want the new jobs to be based on a template, select a Job Template from the dropdown.
8. Select Save Recurring Job.

💡 Tip: Use job templates to pre-fill each new recurring job with standard tasks and line items. This saves you even more time.

Manage a recurring schedule

You can pause, resume, or edit a schedule at any time. Changes only affect jobs that have not yet been created.

1. Navigate to Jobs → Recurring Jobs. You will see a list of all your active, paused, and completed schedules.
2. Find the schedule you want to manage.
3. From the actions menu (...) on the right, you can choose to Pause, Resume, or Delete the schedule.
4. To change the schedule's details, click on its name to open the edit screen. Make your changes and select Save Recurring Job.

ℹ️ Good to know: Editing a recurring job schedule only affects future jobs. It does not change any jobs that AtomicSam has already created. You must edit those jobs individually.

⚠️ Heads up: If you pause a schedule, job creation will stop until you resume it. AtomicSam will not retroactively create jobs for the time a schedule was paused.

Good to know

• The status of newly created jobs is set by the job template. If no template is used, they are created with your organization's default job status.
• Assigning staff members is also best managed with a job template. This ensures the right people are assigned to the job as soon as it is created.
• If you delete a recurring schedule, it stops all future job creation. Any jobs that were already created from that schedule will remain in your system.

What's next

• Create job templates
• Manage your jobs list
• Invoice a job