Recurring tasks from client dates

When each client has a different deadline — a different fiscal year-end, a different AML review cycle, a different service renewal date — a single workflow template cannot serve everyone with a fixed start date. Binding the recurring task’s start date to a date-typed field on the client card solves this: one template, per-client timing, zero manual adjustments.

• Company Admins and Company Owners can create the Date custom field on clients (in Settings & Apps → Client App → Client Fields).
• Any team member with access to the client can wire a recurring task’s start date to that field and update the date value on the client record.

Before wiring recurrence, you need a Date-typed custom field defined on your client records. If you have not created one yet, see Client and contact custom fields.

Once the date field exists and has a value on the client card:

1. Open the recurring task (it should already have recurrence configured — see Set up and manage recurring tasks if you need to add recurrence first).
2. Open the recurring task’s settings.
3. In the Start date options, select Custom. This is the start-date Custom, not the recurrence-frequency Custom that controls weekly/monthly/yearly scheduling.
4. From the field picker that appears, select the client date field you want this task to follow (for example, AML review date or Fiscal year end).
5. Click Save.

When a client’s date field value is updated (for example, after their annual review is rescheduled), the corresponding recurring task’s start date automatically adjusts for all future occurrences. No changes are required to the template.

Anti Money Laundering (AML) and Know Your Customer (KYC) obligations require periodic client reviews, but different clients need reviewing at different times — not all at once.

Create a date field named AML review date on the client record. Bind your AML recurring task’s start date to that field. As each client’s review date changes or is confirmed, update the field on their card, and the task start date shifts accordingly.

You can bind different tasks to different date fields for the same client. Useful examples beyond the main review date:

• Beneficial owner date of birth (for annual reminder tasks)
• Beneficial owner ID document expiry date
• Company representative authorisation expiry date

A client’s fiscal year does not always end on 31 December. Each client may have a different year-end, which means different annual report deadlines.

Create a date field named Fiscal year end on the client record. Bind your annual report preparation task to that field. Uku then generates the task at the right time for each client based on their actual year-end, not a fixed calendar date.

Other dates you can capture and bind recurring tasks to:

• Auditor appointment deadline
• Previous report submission date (to check whether the new one is on track)
• Board member report signing deadline

Address service agreements run on client-specific annual periods that may not start in January. Tracking renewal dates manually across many clients is error-prone.

Create a date field named Service renewal date on the client record. Bind a yearly recurring task — “Renew address service agreement” — to that field. Uku reminds you when each client’s renewal is due, on the date that applies to them.

Other dates relevant for address service tasks:

• Service contract expiry date
• Payment due date for the service
• Business registry address change deadline

When you update a client date field, Uku adjusts the start date for future recurring occurrences. Tasks that have already been generated for the current period are not retroactively moved — they keep their original dates. If the current period’s task should also be rescheduled, open it directly and adjust the start date manually.

The picker only shows fields of type Date defined under Settings & Apps → Client App → Client Fields. If your field is not appearing:

• Confirm the field type is Date — not Text, Number, or another type. The type is locked after creation; if it is wrong, archive the old field and create a new one with the correct type.
• Confirm the field is set to Visible in the field editor. Hidden fields are excluded from pickers.
• Check that the field is a client field, not a task custom field. Task custom fields (configured under Settings & Apps → Tasks → Custom Fields) cannot be used as recurrence start-date sources.

That is exactly what this feature is for — you do not need a separate workflow template per client. Create a single recurring task template and bind its start date to the relevant client date field. Update each client’s date field value to their specific deadline, and Uku adjusts the recurrence schedule per client automatically.

Check two things. First, confirm the correct date field is selected in the start-date Custom setting — open the recurring task’s settings and review the start date configuration. Second, verify that the client’s date field has the right value. Navigate to the client record, open the edit form, and check the date shown under the relevant field. The task start date follows that value directly.