A schedule decides which clients get a template's tasks, and when. Once a schedule is saved, you can change most of its settings, turn it on or off, copy it or delete it.

Some changes also affect tasks the schedule has already created. Each section below explains what happens.

Open a schedule

Go to Automation > Templates and click the template.
Click the calendar icon (View Schedules) at the top left of the template.
Click the schedule, or the pencil icon (Edit Schedule) next to it.
Make your changes, then click Save at the bottom right.

💡 Lots of schedules?
Click the Status, Name, Recurs, Due Date, Attachments, Assigned or Clients column headings to sort the list.

What you can change

Setting	Can you change it?
Name	Yes
Assigned Role / User	Yes
Next Start Date	Yes
Frequency	No
End Date	No
Due Date	Yes
Create Tasks in the Future	Yes
Attachments	Yes
Clients	Yes
Active / Inactive	Yes

⚠️ Frequency and End Date are locked once a schedule is saved
To change them, copy the schedule, set the new frequency or end date on the copy, then turn off or delete the old schedule. See Copy a schedule below.

Turn a schedule on or off

Active schedules create recurring tasks.
Inactive schedules don't create any new tasks until you turn them back on.

There are two ways to do it:

From the schedules list: click the ON / OFF toggle next to the schedule. This saves straight away.
From inside the schedule: switch the toggle to Active or Inactive, then click Save.

⚠️ You can't change the clients on an Inactive schedule
The client list is locked while the schedule is Inactive. Switch it to Active to add or remove clients.

Change who the schedule is assigned to

Open the schedule.
Under Assigned Role / User, choose Connect or Client, then Role or User.
Pick the role or team member.
Click Save.

New tasks go to the new assignee. XBert also reassigns the tasks this schedule has already created, except tasks someone assigned to a person by hand. Those keep their assignee.

Change the Next Start Date

Once a schedule has started creating tasks, its Start Date field under Schedule Settings is labelled Next Start Date. You can still change it, but changing it also moves the tasks that already exist.

Every incomplete task this schedule has created moves by the same number of days. Completed tasks aren't touched.
Tasks move by a set number of days, not to the same weekday or date each month.
It affects every client on the schedule.

Before anything changes, XBert shows a warning with the number of days. Click Adjust [number] days to go ahead, or Undo to back out.

⚠️ Read this before you change the Next Start Date
Moving the date can put your tasks on the wrong weekday, and changing it again to correct that moves them again.

💡 Setting up a new schedule that hasn't created any tasks yet?
👉 Read more here: How To: Add a Schedule

Copy a schedule

Copying a schedule creates a new schedule with the same clients and settings, so you don't have to set it up from scratch.

Open the schedule.
Click the Copy Schedule icon at the top right.
Click Yes to confirm.
When you see Schedule Copied., click Open Copy.

The copy:

is named Copy of [schedule name]
has the same clients, assignee, due date, attachments and settings
starts from the original schedule's Next Start Date
is Inactive
isn't saved yet

Because it's a new schedule, you can change everything on the copy, including Frequency and End Date.

Rename the copy and change any settings you need.
Tick Activate schedule immediately if you want it to start creating tasks.
Click Save. XBert shows how many tasks the schedule will create before you confirm.

💡 Copy Schedule isn't showing?
Save or undo your changes first. The icon only shows when the schedule has no unsaved changes.

Delete a schedule

Deleting a schedule stops it creating tasks and removes all its clients. The template isn't affected.

Open the template's schedules list.
Click the bin icon next to the schedule.
In the Delete this schedule? window, choose which tasks to delete, then click Delete.

Option	What happens
All tasks, including completed	Deletes every task this schedule created
All tasks that exist in the future	Deletes tasks that start after today and aren't completed
All incomplete tasks	Deletes every task that isn't completed, whatever its date
No tasks - only remove the schedule	Keeps all existing tasks

Tasks you keep stay on your work board, but they're no longer linked to the schedule.

⚠️ "Incomplete" includes tasks your team has started
Check nobody is part-way through a task before you choose All incomplete tasks, or their work will be deleted too.

Need help?

If you have any questions, our support team is here to help!

Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io

How To: Edit a Schedule