Scheduling tasks

Deliver the right task at the right time with advanced scheduling

Amy Dignon avatar
Written by Amy Dignon
Updated over a week ago

One of the big differences between digital and paper operations is the control you have over who sees what - and when.

Have a little watch of our business hours and scheduling video👇

Trail gives tasks start and end dates & times. This prevents everything being checked off in one go, or starting the wrong task early. It also hides future tasks so that teams are focused... and then finished.

The working day is broken into timeslots which are like start & end shortcuts. They can be customised for each site - managers and admins are able to set this up from their site and organisation settings.

There are 4 types of task schedule:

  • Repeat - pick from the most common repeat options, or build a custom schedule. Tasks that span several days can be snoozed to the next day

  • One-off - announcements or tasks such as a new product launch, just pick a date for it to appear and when it's due

  • Adhoc - tasks that are always available, but only completed when you need them

  • Automatic - triggered by an integration, like Zapier, based on external events

On a single date

You can select the date and the time of day you want the task to appear. You can a time slot from the drop down options, or, select 'specific time' from this list and choose your own precise times.


You can choose whether it repeats by day, week or month and how often.

This can be as simple as repeat every 1 day, or having a task appear Tuesday to Thursday every 3 weeks.

This can be on a specific day or over a range of days and you can also pick the starting and finishing time slot. 

If you want the same task to repeat more than once daily, you can add multiple schedules to a task.


Tasks that don't have a schedule and are only needed occasionally. Teams can add these tasks from their Complete Tasks page where needed. 

Common examples include: food poisoning allegations, accident report forms and visitor logs. 


These tasks have a slightly different type of schedule. They are triggered by events outside of Trail with integrations. The rules for these triggers are configured in third-party apps, like Zapier.

Examples include: tasks triggered based on new calendar events, new starters joining & rainy days.

Read more on setting up Zapier & automated tasks here.

Did this answer your question?