Set up Recurring Tasks with the Pocketknife HubSpot Add on

Johan Vantomme
Johan Vantomme
06 March 2024



Client visits and follow-ups are some examples of recurring tasks for Sales teams. Setting up recurring tasks helps you save time, effort, and headspace. It automates scheduling and managing tasks that must be done regularly.  Those looking to reconfigure their tech stack can explore the PocketKnife HubSpot add-on and its "Recurring Task" function.

On the CRM, it has been possible to set up HubSpot to act like a sales assistant to each sales rep on your team. But this requires having a paid seat on a Sales Hub or Service Hub Starter, Professional, or Enterprise subscription. Only a paid seat owner can create recurring tasks, starting from the HubSpot task index page.

According to the HubSpot Knowledgebase, you can:

"Set to repeat: select the checkbox, then enter a number and select an interval for your task to repeat. The Set to repeat option will appear when creating tasks from the tasks index page or within an individual record, but the option will not appear if you create tasks from an object index page."

HubSpot task details panel-set to repeat

This is available for Sales Hub or Service Hub Starter, Professional, and Enterprise users.

For other kinds of HubSpot users, you can look at the PocketKnife HubSpot add-on and its recurring task feature. The leadstreet team sought out ways to help small to medium-sized businesses expand what they can do with their HubSpot portals.

Adding recurring tasks with the HubSpot Add-on   

The "Recurring Tasks" function in PocketKnife introduces a way to automate repeated task scheduling for HubSpot records like contacts, companies, and deals. You can do this based on a defined starting date and frequency.

Its key functionalities include:

  • Automated Task Scheduling: Automate creating and assigning recurring tasks.
  • Flexible Frequency Options: Be it a weekly check-in, monthly update, or any custom interval, the function accommodates a variety of frequencies to suit your specific needs. 

Use Cases for the Recurring Tasks Feature

Using a defined starting date and frequency, you can simplify the management of repetitive activities and ensure timely engagement. We share some use cases here. 

  • Client Engagement: The "Recurring Tasks" function ensures consistent follow-ups and meetings by automatically scheduling tasks at specified intervals for sales representatives and account managers who must maintain regular client interactions.
  • Routine Check-ins: Utilize the feature for periodic check-ins with clients. So you can have a regular cadence to discuss their needs and concerns. Because while your data and your team’s experiences can tell you one part of the story, it's always best to hear how things are going from your client’s point of view.
  • Service Appointments: Seamlessly schedule recurring service appointments for clients who require regular maintenance or support, improving customer satisfaction. Think of twice-a-month oil changes for cars or every six months at the dentist. 
  • Project Milestones: Employ the function to set up recurring tasks for project milestones and events like sprint planning sessions. This allows your team to develop a project rhythm and stay on track with ongoing initiatives. This is especially useful if you have external project stakeholders that you need to consult sometimes. 
  • Campaign Monitoring: Schedule regular task reminders to monitor the progress of marketing campaigns or sales initiatives, enabling timely adjustments as needed. 
  • Business Development: Streamline business development efforts by automating tasks related to lead nurturing, partner collaborations, or networking activities.

Beyond using a few clicks to set up recurring tasks, the impact of the "Recurring Task" feature is that it ensures timely and consistent interactions with clients, prospects, and projects. As a result, it can enhance your operational efficiency and foster enduring commercial relationships.

How to manage HubSpot recurring tasks with PocketKnife 

This example from one of our clients was partly responsible for our journey of building the HubSpot add-on. This organization expects customer visits a few times a year.

To support their sales reps so they never miss a visit, they can schedule these as recurring tasks with enough preparation time.

Here, we can specify the date of the first visit and the number of visits per year, and the module automatically generates tasks to remind the sales reps to schedule the customer visits. 


  • Step 1: Log in to the PocketKnife website.
  • Step 2: Choose the type of record (company, contact, or deal) and specify the settings. In this example, we chose default settings.
  • Step 3: Display the properties of the recurring task feature on the left sidebar in HubSpot.
  • Step 4: Specify the first visit date of the year (in the future) and the number of visits over one year.
  • Step 5: You will see recurring tasks created automatically.

  • Step 6: The next scheduled date is set too to guarantee annual recurrence. 
  • Step 7: Once all tasks are set, the year's first visit for the following year will be automatically generated.
  • Step 8: When the next scheduled date is reached, all tasks for the following year will be set. 
  • Step 9: The Recurring task feature is up and running.

Why use PocketKnife to manage recurring tasks?

By developing the Task Scheduler workflow action and the other functionalities included in PocketKnife, the leadstreet team are working to support HubSpot users who experience the following challenges:

  1. HubSpot subscription is limited: The HubSpot platform is like a productivity assistant for many Sales teams. While this is a good thing, it can also bring to light new processes and structures that require more accessible tools. Some of these functionalities are either in the works or unavailable, prompting users to seek external solutions. 
  2. Need Pro or Enterprise Licenses to Access Functionalities: As mentioned, setting tasks on repeat is possible on HubSpot. But only for those on Sales Hub or Service Hub Starter, Professional, or Enterprise subscriptions.

Since we officially launched the add-on, it has garnered the attention of external consultants and lean teams who use HubSpot for sales and marketing. Some of the benefits they considered when they installed the HubSpot addon are that is:

  • User-Friendly: We designed the PocketKnife HubSpot add-on/app to be intuitive and user-friendly. Unlike other complex solutions, our app is easy to integrate and use within HubSpot.
  • Not dependent on custom coding or manual steps: You can automate recurring tasks without developer support. This reduces the time you spend on small admin to-dos so they can focus on more significant projects. 
  • Beginner-friendly: We wanted to empower small businesses led mainly by marketing and sales teams who wear many hats. Because of their many roles, they cannot narrow their focus on becoming HubSpot gurus. With PocketKnife, you only need a basic understanding of the CRM's core features.

Try PocketKnife as a HubSpot recurring task integration   

Incorporating the HubSpot addon can help you set up recurring tasks, boost your team's productivity, and strengthen customer relationships. If you’re ready to enhance your HubSpot portal, you can install PocketKnife today.

Take it for a spin:

  Take PocketKnife for a spin

We're here to assist you with any questions, technical support, or feedback. Connect with us at Let's transform your HubSpot experience together! 

Johan Vantomme

Johan Vantomme

Managing partner leadstreet ✪ Diamond HubSpot Partner ✪ Top 50 HubSpot Agency worldwide