Start recurring tasks based on client date fields
TL;DR: Link recurring tasks to client-specific custom date fields so that task start dates automatically adjust when the date on the client card changes. This is ideal for AML/KYC reviews, annual reports, and service renewals where every client has different deadlines.
Who can do this
Users with admin or manager permissions in Uku
The client must have a custom date field configured on their client card
Overview
When every client has different deadlines, keeping track of them can be difficult. Linking recurring tasks in Uku to client date fields ensures that no important deadline is missed.
If the date on the client card changes, the recurring task start date will automatically adjust.
Below are real-life examples of how to use this feature.
AML/KYC reviews
AML/KYC obligations require that client data is reviewed regularly. However, not all clients need to be reviewed at the same time.
By linking a recurring task to the client's review date, you will get a reminder at exactly the right time.
There is no limit to the number of tasks. You can link the task start date to, for example:
The beneficial owner's date of birth
The expiry date of the beneficial owner's ID document
The representative's date of birth
The expiry date of the representative's authorization
We recommend using a common Topic for such tasks, e.g., AML or KYC, so you can conveniently keep them together. Read here how to use Topics.
Annual reports
A company's financial year may not coincide with the calendar year. This means each client's reporting deadline can be different.
By linking a recurring task to the client's financial year-end date, report preparation tasks will always appear at the right time.
In addition, you can link the task start date to other important deadlines, such as:
The auditor appointment date
The previous report's submission date (to verify the new one is filed on time)
The board member's report signing deadline
Address service renewal
The address service is tied to a client-specific annual period, which often does not start in January. Tracking these deadlines manually can be complicated.
By linking a recurring task to the client's service expiry date, Uku will remind you when it is time to renew.
Practical examples of dates to start a task from:
Service contract end date
Payment date for the service
Deadline for updating the registered address in the business registry
Renewal payment date for the address service
How to set it up
Open the recurring task settings.
In the start date field, select Custom field.
Choose which client date field the task should start from.
Click Save.
If the date on the client card changes, the recurring task start date will automatically adjust.
Troubleshooting
Custom field option not appearing in start date: Ensure the client has a custom date field configured. Custom fields are set up under Settings. Only date-type custom fields appear as options for recurring task start dates.
Task not adjusting when client date changes: Verify that the recurring task is linked to the correct custom field. Open the task's recurrence settings and confirm the Custom field selection matches the intended date field on the client card.
Recurring task created but not showing for a specific client: Check that the client card has a value set for the linked date field. If the date field is empty, the recurring task will not generate a start date.
Too many recurring tasks to manage: Use Topics (e.g., AML, KYC, Annual Reports) to group related tasks. This makes filtering and monitoring easier in the Dashboard.