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Task Schedule Types

Summary

Schedule tasks in Plumm to send on specific events, on a set date and time (with optional repeats), or immediately with Send Now. Choose who receives the task and which task type to send, then manage and edit as needed.


In this article

  • Before you begin
  • Step 1:  Choose a scheduling type
  • Step 2:  Configure recipients and task type
  • Step 3: Set timing and frequency
  • Step 4: Review and save (or send)
  • Frequently Asked Questions (FAQ)

Before you begin

  • Only Admins (and Managers with Task permissions) can create and schedule tasks.
  • Ensure user profiles contain required dates (e.g., Birthday, Start date) for event‑based schedules.
  • One‑on‑One tasks can only be scheduled using By Specific Events.

Step 1.Choose a scheduling type

  1. Go to Tasks > Automations.
  2. Click New Schedule.
  3. Select one of:
    • By Specific Events
    • By Date and Time
    • Send Now

Step 2.  Configure recipients and task type

      1. Under Recipients, choose the users, teams, or filters you want to assign.
      2. Under Task Type, select:
        • For By Specific Events: General Task, Email Task, or One‑on‑One Task
        • For By Date and Time: General Task or Email Task
        • For Send Now: General Task or Email Task (One‑on‑One not supported)

      Step 3.  Set timing and frequency

          A. By Specific Events
          1. Choose the event (e.g., Birthday, Start date).
          2. (Optional) Add an offset (e.g., 7 days before, on the day, 3 days after).
          3. Confirm the event field exists in each recipient’s profile—the task triggers only when a user’s event date matches their profile.
          B. By Date and Time
          1. Pick the date and time the task should trigger.
          2. Set Frequency:
            • Once‑off: triggers once, then disables automatically.
            • Weekly: triggers every week at the set time.
            • Monthly: triggers every month on the set day and time.
            • (Optional) Other supported repeats as available in your workspace.
          3. Save to apply to all assigned users at each occurrence.
          C. Send Now
          1. Review recipients and task content.
          2. Click Send Now to dispatch immediately.
          3. Note: Once sent, Send Now tasks cannot be edited.

          Step 4.  Review and save (or send)

              1. Check the summary (recipients, task type, schedule/frequency).
              2. Click Save Schedule (for Specific Events or Date and Time) or Send Now (for immediate send).
              3. Monitor delivery and status under Tasks > Automations > Schedules.

              Frequently Asked Questions (FAQ)

              1. What’s the difference between the scheduling types?

              • By Specific Events sends to each user when their profile date matches (e.g., on their birthday).
              • By Date and Time sends to all assigned users at the same scheduled moment, with optional repeats.
              • Send Now sends immediately and cannot be edited after sending.

              2. Can I edit a scheduled task?

              Yes, you can edit schedules created with By Specific Events and By Date and Time. Send Now tasks are final once triggered and cannot be edited.

              3. Why didn’t an event‑based task send to someone?

              Check the user’s profile—if the event (e.g., Birthday) is missing or incorrect, the task will not trigger for that user.

              4. Can I use One‑on‑One tasks with any scheduling type?

              No. One‑on‑One tasks can only be sent when Schedule Type is set to By Specific Events.

               

              5. What happens after a Once‑off schedule runs?

              The task triggers at the scheduled date and time and is automatically disabled; it will not run again unless you re‑enable or recreate it.

              6. Do repeats apply to all recipients?

               Yes. Weekly and Monthly repeats run for all assigned users at each occurrence time you set.
               
               

               7. Can I change recipients after creating a schedule?

              Yes. Update the recipient list on the schedule. Changes apply to future triggers (already sent tasks are unaffected).

               8. Is there a record of what was sent and when?

              1. Yes. Use Tasks > Automations > Schedules to view run history and upcoming runs.
              [Optional: Notes]
              • Task types by schedule:
                • By Specific Events: General, Email, One‑on‑One
                • By Date and Time: General, Email
                • Send Now: General, Email (One‑on‑One not supported)
              • Send Now is immediate and irreversible. Plan carefully before sending.