If you’re juggling remote teams, you know that tasks don’t just go away—especially the ones that need to happen week after week. Manually recreating the same assignments is a time-waster, and it’s way too easy for things to slip through the cracks. If you’re using Moxo to manage your team’s work, there’s good news: you can set up recurring tasks, assign them to the right people, and (mostly) trust that the reminders will do their job.
This guide is for anyone using Moxo who wants to stop playing task whack-a-mole and actually keep their team on track, without more meetings or micromanaging. I’ll walk you through exactly how to create and assign recurring tasks, what to watch out for, and a few honest thoughts on where Moxo shines—and where you’ll probably need a workaround.
Why Recurring Tasks Matter (and Where Most Tools Fall Short)
Let’s be real: remote work lives and dies by routine. Whether it’s a weekly report, a daily check-in, or a monthly system update, some things just need to repeat. Most project management tools pay lip service to “recurring tasks,” but in practice, this feature is often clunky or buried under a pile of settings.
Moxo’s task system is straightforward, but it isn’t perfect. The recurring task feature covers the basics, but you’ll want to know its limits before you bet your team’s memory on it. The good news is, once it’s set up, it saves a ton of hassle—especially if your team is spread across time zones and never in the same Zoom call.
Step 1: Decide What Actually Needs to Recur
Before jumping into the software, take five minutes to list out the tasks that genuinely should repeat. Not everything needs to be a recurring task. Focus on:
- Things that happen on a set schedule (daily standups, weekly reports)
- Routine maintenance (monthly password changes, quarterly reviews)
- Regular client or team check-ins
Skip the urge to make everything recurring—overdoing it just creates clutter, not clarity.
Pro tip: If you find yourself changing the details of a task every time it comes up, it probably shouldn’t be recurring. Use templates instead.
Step 2: Create a Task in Moxo
Once you’ve got your list, log in to Moxo and head to your project, workspace, or whatever Moxo calls your team’s home base.
- Open the Tasks module: On the left sidebar, click “Tasks.” If you don’t see it, you might not have permissions—ask your admin.
- Hit “New Task”: This is usually a big button at the top. Give your task a clear, specific name. “Weekly Report—Sales” beats “Report.”
- Add a description: Spell out what “done” looks like. You’ll thank yourself later when someone else takes this over.
What to ignore: Don’t get sucked into filling out every optional field unless it genuinely adds value. Priority, labels, tags—these are great if you use them, but more noise if you don’t.
Step 3: Set the Recurrence
Here's where Moxo’s recurring task feature comes into play. It’s not buried, but it’s not glaringly obvious either.
- Find the Recurrence Option: Look for a “Repeat” or “Recurrence” toggle when creating or editing your task.
- Choose Your Frequency:
- Daily: Good for checklists or reminders.
- Weekly: For reviews or reports.
- Monthly or Custom: For oddball schedules.
- Set Start and End Dates: Don’t let recurring tasks run forever unless you’re sure they’ll always be needed. Open-ended tasks just become background noise.
- Pick Exact Days/Times: If you need the task to show up Monday at 9am, set it. Vague timing leads to vague results.
Heads up: As of the latest version, Moxo’s recurrence options are basic. You can’t (yet) do things like “every third Thursday.” If you need advanced rules, you’ll have to get creative—maybe use two separate tasks or calendar reminders.
Step 4: Assign the Task to the Right People
Assignment is where most remote teams trip up. Don’t just assign recurring tasks to yourself and hope people notice. Make sure the right person (or group) owns it each time.
- Assign to Individual or Team: Moxo lets you pick specific users or groups. For recurring team tasks, assign to a group so new members automatically get future tasks.
- Set Reminders or Notifications: Moxo can send push or email notifications. Double-check these—people ignore what they never see.
- Clarify Ownership: If it’s a rotating duty, specify in the task description who’s on deck each cycle. Moxo doesn’t automate this, so you’ll have to update it manually.
What doesn’t work: Assigning to “everyone” is tempting, but leads to confusion and finger-pointing. Be specific.
Step 5: Test the Recurring Task
Don’t just assume your setup works—test it.
- Set a short-term test recurrence: Make a dummy task that repeats daily for three days. Assign it to yourself or a teammate.
- Check notifications: Did the reminder actually pop up? Did it land in the right person’s inbox or app?
- Verify task appearance: Make sure the new task appears when it’s supposed to, and that it’s not duplicating or skipping cycles.
If something’s off, tweak the settings. This five-minute test saves a lot of future headaches.
Step 6: Manage and Adjust Recurring Tasks
Recurring tasks aren’t “set and forget”—stuff changes.
- Edit as Needed: You can tweak the recurrence, assignee, or description any time. Just be aware: some changes only affect future tasks, not the ones already created.
- Pause or Delete: If a recurring task isn’t needed for a while, pause it instead of deleting—deleting wipes the whole chain.
- Review Regularly: Once a month, do a quick sweep. Are recurring tasks still relevant? Are they being ignored? Adjust or kill off anything that’s become background noise.
Pro Tips, Realities, and Workarounds
What Works
- Simple, regular schedules: Weekly, daily, or monthly recurrences work well.
- Consistent notification: Moxo’s reminders are reliable, assuming users have notifications enabled.
What’s Clunky
- Complex recurrence patterns: Anything beyond basic repeats will need manual hacks or outside tools.
- No native rotation: If you want to rotate assignments (e.g., who’s on call), you’ll have to manage this outside Moxo.
- Over-notification: If you assign too many recurring tasks, people start tuning them out.
Workarounds
- For rotating tasks: Keep a manual roster in the task description, or use a shared doc to track whose turn it is.
- For advanced recurrence: Pair Moxo with a calendar app or automation tool (like Zapier) for weird schedules, but be honest about whether it’s worth the extra time.
- For accountability: Add a comment thread to each recurring task for status updates, rather than relying on the checkbox alone.
Keep It Simple: Recurring Tasks That Actually Work
Recurring tasks in Moxo aren’t magic, but they do the job for most remote teams—if you don’t overcomplicate things. Start with what matters, set up clear assignments, and check in now and then to make sure nothing’s gathering dust. Don’t let the tool boss you around; tweak your setup until it actually helps your team. And if you hit a wall with Moxo’s built-in features, don’t be afraid to use a workaround or just keep things manual where it makes more sense. Simpler is almost always better—especially when you’re working across time zones and screens.