Create and save task templates from your Account Settings to standardize repeatable work. All users can access shared task templates, but only admins or the template creator can edit them.
Heads up!
The new task recurrence scheduler is in beta. To turn it on, go to Profile icon > Settings > Experimental Features, then toggle on Task Recurrence Scheduler.
If you’re using the legacy scheduler, view this article!
Value to Your Firm
Task templates help firms streamline recurring work, maintain consistency across clients, and apply automation for efficiency.
Table of Contents
Create a Task Template
Go to Templates (global nav).
Select Task.
Choose one:
Create new (start from scratch), or
Duplicate a Canopy template → rename → Copy → open Options ▸ Edit to customize.
Complete Basic Information
Task name (required)
Task description (internal)
Roles — assign pooled work or automatically populate assignees from a role.
Plan requirement: Roles are on Canopy Pro.
Assignees — add specific team members.
Budgeted hours — for capacity/time tracking.
Return type — link a tax return type.
Priority — Low / Medium / High / None.
Roles vs. Assignees (templates & tasks): Roles and Assignees are separate fields. Adding a role can auto-add all role members to assignees; removing a role removes those role-based assignees. You can still add one-off assignees.
Enhanced Scheduling (Beta)
We’ve released new, more flexible recurrence settings in beta.
To enable: Go to Settings > Experimental Features and toggle on Recurring Task Schedule Beta.
Once enabled, you’ll see additional options for monthly, quarterly, and annual recurrences, with more granular due-date and creation rules.
👉 For more recurring task details, check out this article!
Create a Recurring Task Template
Toggle Recurring On, then configure in order:
Repeats — how often the task repeats (Daily, Weekly, Semi-Monthly, Monthly, Quarterly, Annually).
Create — when the next task should be generated.
Due — when the created task is due.
Repeats until — stop by time frame, instance count, or forever.
Daily
Create: Every day, Every weekday, or Upon completion of prior instance.
Due: Same day, Next day, Next business day, or Unscheduled.
Repeats until: Time frame reached • Number of instances • Forever.
Weekly
Repeats: Every 1 or 2 weeks.
Create: On a day of the week, or Upon completion of prior instance.
Due: Pick a day in the same/following week(s) based on repeat cadence, or Unscheduled.
Repeats until: Time frame • Instances • Forever.
Semi-Monthly
Create:
On a day of the month: pick two dates (1–28 or Last day), or
On a weekday pattern: pick two ordinals + weekday (e.g., 1st & 3rd Monday).
Due:
For day-of-month: select two dates, then choose “of the” same or following month.
For weekday pattern: select two ordinals + weekday, then choose “of the” same or following month.
Or Unscheduled.
Repeats until: Time frame • Instances • Forever.
Monthly (every 1–6 months)
Create:
On a day of the month (1–28 or Last day), On a weekday pattern (e.g., 1st Monday), or Upon completion of prior instance.
Due:
If created on a day of the month → Due on a day of the month (choose “of the” same/following month), Relative to status change event, or Unscheduled.
If created on a weekday pattern → Due on a weekday pattern (choose “of the” same/following month), Relative to status change event, or Unscheduled.
If created upon completion → Due 1 month later (option to Exclude weekends) or Unscheduled.
Repeats until: Time frame • Instances • Forever.
Quarterly
Set: Fiscal year begins in [month].
Create: On a day of the month, or Upon completion of prior instance.
Due:
If created on a day of the month → Due on a day of the month, Relative to status change event, or Unscheduled.
If created upon completion → Due 1 quarter later (option to Exclude weekends) or Unscheduled.
Repeats until: Time frame • Instances • Forever.
Annually
Create: On a scheduled date (pick month + day 1–28 or Last day), or Upon completion of prior instance.
Due:
If created on a scheduled date → Due on a scheduled date (same or following year), Relative to status change event, or Unscheduled.
If created upon completion → Due 1 year later (Exclude weekends optional), Relative to status change event, or Unscheduled.
Repeats until: Time frame • Instances • Forever.
💡 Tip: Use Relative to status change event when due dates should follow workflow milestones (e.g., 5 days after status = In Review), not the calendar.
Add Dates
Heads Up! If your template includes a recurrence, you won’t be able to add a Due Date in the Add Dates section—the due date is already managed by the recurrence schedule.
Add important dates to track due dates, milestones, or automation triggers. You can add a Fixed, Relative, or Custom date — even if the task isn’t recurring.
Step 1: Open the Dates Section
In the task, scroll to the Dates section.
Click Add a Date.
Step 2: Choose a Date Type and Schedule
From the Date Type dropdown, select one of the following:
Due Date - When the task is due
Start Date - When the task should start
Custom Date (See: Create a Custom Date Type)
From the Date dropdown, select one of the scheduling options:
Fixed Date — Choose a specific date on the calendar.
Required if the task is recurring (relative dates aren’t supported for recurring tasks).
Relative Date — Available only for non-recurring tasks.
Base the date on another task or event (e.g., 3 days after Client Request is completed).
(Optional) Create a Custom Date Type
Click Add a Date.
Click the Date Type field.
Type a new date type name into the field (e.g., Internal Review Date).
Click the + icon or press Enter to save it.
Select the new custom date type from the list.
(Optional) Click the X next to the custom date type to remove it.
(Optional) Add More Dates
Repeat these steps to include additional date types such as Start Date, Due Date, or Target Date, as needed for tracking or automation.
💡 Tip: Use Fixed Dates for recurring tasks, Relative Dates for dependent tasks, and Custom Dates for firm-specific milestones like internal reviews or partner approvals.
Add Automations (Optional)
Automations let you streamline routine work by triggering actions based on task conditions—for example, sending a client email, assigning a subtask, or recording a date automatically.
Steps to Add an Automation
Click Add an automation.
Select a condition (e.g., When the task status changes to Completed).
Select an action (e.g., Then send a client email).
If additional fields appear, fill them out based on the selected condition and action.
💡 Canopy Tip: Combine multiple automations in one task to manage client follow-up and team assignments automatically.
Tools: Files and Reminders
Add Files
Attach files from your computer or from existing folders in Canopy.
Steps to Add Files
Click Add a tool.
Select File.
Choose one of the following options:
New file — Upload a file from your computer.
Existing file — Attach a file stored in Internal Files or My Files.
(Optional) Click the x next to a file to remove it from the template.
💡 Canopy Tip: Use Internal Files for firm-wide templates or shared resources, and My Files for personal reference materials.
Add Reminders
Reminders help your team stay on top of key dates and deadlines.
Steps to Add a Reminder
Click Add a tool.
Select Reminder (only available if a date is set).
In the When field:
Select Once to send a single reminder, or Every to repeat reminders.
Enter a number (disabled when Every is selected) and choose days, weeks, or months.
Choose whether to send the reminder Before or After the selected date.
Select a date type to anchor the reminder.
In the Assignee field, select the team members who should receive the reminder.
Click Done, then Add to save it.
💡 Canopy Tip: Use repeating reminders to automate follow-ups for recurring tasks like monthly reconciliations or quarterly filings.
Add Subtasks or Client Requests
Subtasks and Client Requests break down larger workflows into smaller, trackable actions for your team and clients.
Steps to Add a Subtask or Client Request
Click + Add.
Choose Add Subtask or Add Client Request.
Adding a Subtask
Enter a Subtask Name (required).
(Optional) Add a Description for internal context.
Add Roles or Assignees.
Enter Budgeted Hours if tracking time.
Click Add a date to include a due date, start date, or custom date.
Click Add checklist item to include task steps.
For more details, see Create and Manage Checklists.
Click Add an automation to trigger actions based on status or dates.
Click Add a tool to attach files or set team reminders.
💡 Canopy Tip: Use subtasks for firm-side actions that need to be tracked separately, such as review steps or internal sign-offs.
Adding a Client Request
Enter a Request Name (required).
Add Instructions for your client.
(Optional) Toggle Set default team member to receive notifications to assign Roles or Assignees.
Add a Client Due Date.
Add a Client Reminder for follow-up.
Click Add an automation to send requests automatically based on task dates or status changes.
Click Add a file to attach reference materials.
(Optional) Click Apply Template to prefill the client request using a saved template.
💡 Canopy Tip: Automate client requests to save time during recurring workflows like monthly bookkeeping or document collection.
Manage Subtasks and Requests
Click the ⋮ (three dots) icon in the upper-right corner to duplicate or delete.
View subtasks and client requests in the workflow preview on the right.
Click a name to jump to that item in the template builder.
Drag and drop items in the preview to reorder them.
Save the Template
Click Save to finish.
Click Save Draft to finish later.
Set visibility to choose which team members can access the template.
Linked Recurring Templates
A recurring task template works differently than a non-recurring one when used to create a task.
When the recurring template is applied:
You’ll see Linked Task Template displayed at the top of the task.
Click the template name link to open the template in a new tab to review or edit it.
If you make edits to the template:
Save the updated template.
Reapply the template in the task creation modal to reflect those changes in the task.
While the task is linked to the template:
Most details in the task creation modal cannot be edited (except for fields like Client, Priority, or Tax Year).
You can still adjust additional details later from the task workspace after clicking Create and Manage (e.g., subtasks, client requests, etc.).
To unlink the task from the template:
Click the chain link icon next to Linked Task Template.
The settings from the template remain, but the task becomes fully editable.
How updates affect recurring tasks:
If the task stays linked, any changes made to the template will apply to future recurring tasks.
Example: If you update the Due Date in the template, the next time the task recurs, the new due date will appear automatically.
If you unlink the task, future recurring tasks will no longer update when the template changes
View and Filter Recurring Tasks
You can’t view tasks that haven’t been generated yet, but the Task List now includes a Recurring column to help identify active recurring tasks.
Steps to View Recurring Tasks
Click the Work tab in the global navigation bar.
Select Task List from the menu.
Click the ⋮ (three-dot) menu.
Select Customize task list.
Check the box for Recurring to add the column.
Click Save and Close.
Scroll to the Recurring column.
Sort to group recurring tasks together.
Filter to display only recurring tasks.
💡 Canopy Tip: Use the Recurring column to quickly confirm which tasks are part of a recurring workflow and which are one-time tasks.
Influencer Task Templates
Explore Influencer Templates, created by expert influencer CPAs to share real-world best practices and workflows.
Templates that display a name beside them are specialized influencer templates. Learn more about Liz Scott in her bio and read her latest insights on our blog.
Related Articles
Summary
Creating task templates saves time, standardizes workflows, and enables automation for recurring work.
Use roles and placeholders for efficiency, and leverage recurrence options to keep ongoing tasks on track.
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