🔄 Scheduled Tasks in TroubleTrakkerPRO #
The Scheduled Tasks feature allows administrators to automatically generate recurring TroubleTrakkerPRO tickets for routine maintenance, inspections, reminders, and other repeating activities.
This helps ensure important recurring work is never forgotten while reducing the need for manual ticket creation.
📅 Schedule a Task #
Navigation: Scheduled Tasks > Schedule a Task
When creating a Scheduled Task, administrators can configure:
- ✅ Task Description
- ✅ Problem Type
- ✅ Ticket comments/instructions
- ✅ Assigned technician
- ✅ Priority
- ✅ Building
- ✅ Room
- ✅ Asset
- ✅ Custom fields, if configured
🔁 Recurrence Options #
☀️ Daily Recurrence #
Generate tickets every set number of days.
- Daily backup verification
- Daily server room inspection
- Daily security review
📆 Weekly Recurrence #
Generate tickets every set number of weeks on a selected weekday.
- Weekly Chromebook cart inspection
- Weekly filter review
- Weekly backup rotation
- Weekly cafeteria equipment check
🗓️ Monthly Recurrence #
Generate tickets on a specific day of the month every set number of months.
- Monthly UPS battery check
- Monthly firewall configuration backup
- Monthly software audit
- Monthly HVAC inspection
🛑 Stop Conditions #
Administrators can choose whether the Scheduled Task should continue indefinitely or stop after a selected date.
- ✅ Never stop generating tickets
- ✅ Stop generating tickets after a selected date
This is especially useful for temporary projects, seasonal work, or short-term maintenance schedules.
👨🔧 Technician Assignment #
Scheduled Tasks can automatically assign tickets to a technician or leave tickets unassigned until reviewed.
This helps automate repetitive service workflows.
🧩 Common Scheduled Task Examples #
- Backup verification
- Offline backup rotation
- Chromebook inspections
- Smartboard maintenance
- Server maintenance reminders
- Filter policy reviews
- HVAC inspections
- Cafeteria equipment checks
- Security camera inspections
- UPS battery testing
💡 Helpful Tips #
📝 Use Detailed Ticket Comments #
Include clear instructions in the comments section so technicians know exactly what work should be completed when the ticket is automatically generated.
- Verify backup completed successfully
- Rotate external backup drive
- Confirm offsite copy completed
🗂️ Use Problem Types Strategically #
Assign Scheduled Tasks to the appropriate Problem Type so tickets remain organized and easy to report on.
- Technology
- Maintenance
- Transportation
- Facilities
🔗 Combine with AssetTrakker #
If using AssetTrakker integration, Scheduled Tasks can be associated with specific assets, rooms, or inventory items for improved tracking and reporting.
🔎 View/Edit Tasks #
Navigation: Scheduled Tasks > View/Edit Tasks
The View/Edit Tasks section allows administrators to search for, review, and modify existing Scheduled Tasks.
Administrators can:
- ✅ Search for Scheduled Tasks
- ✅ Edit task details
- ✅ Change recurrence schedules
- ✅ Reassign technicians
- ✅ Update ticket instructions
- ✅ Delete outdated recurring tasks
🔍 Search Features #
The search tools allow administrators to quickly locate Scheduled Tasks by:
- Task Name
- Problem Type
- Building
- Assigned Technician
- Description fields
📊 Task Information Displayed #
The View/Edit Tasks page displays information such as:
- ✅ Task Name
- ✅ Problem Type
- ✅ Description
- ✅ Building
- ✅ Start Date
- ✅ Expiration status
- ✅ Recurrence schedule
- ✅ Assigned technician
- ✅ Next ticket creation date
This makes it easy to review active recurring tasks across the organization.
⚠️ Best Practices #
🚫 Avoid Duplicate Scheduled Tasks #
Before creating a new Scheduled Task, search existing tasks to avoid duplicate automated ticket generation.
🔄 Review Long-Term Tasks Periodically #
Recurring tasks that never expire should be reviewed occasionally to ensure they are still needed.
✍️ Keep Instructions Clear #
Well-written recurring task instructions help technicians complete maintenance consistently and reduce confusion.
💬 Need Help? #
If you have any questions about Scheduled Tasks or automating recurring tickets within TroubleTrakkerPRO, please contact our support team.
