Schedule Workflows for a Position
By default, Workflows linked to a position are assigned once when a user is added to that position. Scheduling lets you configure a Workflow to repeat automatically — so you don't need to manually reassign it each time.
There are two scheduling modes:
- Specific dates — the Workflow repeats every year on the dates you choose. Every user in the position receives it on the same day. Great for annual compliance training, policy renewals, or any recurring obligation tied to a calendar date.
- After completion — each user's Workflow is reassigned a set number of days after they complete the previous one. Because each user's clock starts from their own completion date, users won't all be reassigned at the same time. Great for periodic checks or recurring tasks that should repeat on an individual basis.
In both cases, the system runs the reassignment automatically — no admin action required.
Important: A Workflow will only be reassigned when the previous instance has been completed. If a user still has an in-progress or unstarted assignment, the schedule will wait until they finish it.
How to set a schedule
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Navigate to the Positions menu and click into the position you want to configure.
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Find the Workflow you want to schedule and click the three-dot menu on its card.
- Click Set schedule.
- The Schedule this workflow modal will open. Choose from the three options at the top:
No repeat — the Workflow is assigned once when a user joins the position and will not be automatically reassigned.
Specific dates — select the day and month and click Add date. You can add multiple dates. The modal shows a preview of the next reassignment date so you can confirm before saving.
After completion — enter the number of days after completion before the Workflow is reassigned. The modal shows a preview of the next few reassignment dates based on today's date.
- Click Save schedule.
How to remove a schedule
To remove an existing schedule, open the three-dot menu on the Workflow card and click Remove schedule. The Workflow will revert to one-time assignment behaviour.