Task scheduling allows you to define in advance when a user will receive a task, making it easier to organize and prepare work.
📌 The Task Assignments module is available on the Professional and Enterprise plans. On accounts with the Free or Starter plan, the module shows a screen with the available plans.
🧭 Steps to schedule task delivery
Log in to the DataScope Web Platform.
Go to Task Assignments.
Select New Task or edit an existing one.
Complete the main fields: Users, Forms, Start date, and Task duration in hours.
In the Date and frequency section, under Schedule task delivery, select an option:
Send now
Task start
1 day before
3 days before
1 week before
15 days before
1 month before
Select Create.
⏱ Scheduling options
Send now: the task is sent immediately
At start: the user receives it exactly at the configured start date and time
In advance: allows sending the task to the user days before the start date
⚠️ Restrictions
The available scheduling options depend on the configured start date: you can't choose an option whose sending date would already have passed.
If the task is for the same day, you won't be able to select days in advance.
If the task repeats, the Send now option appears disabled.
🔁 Tasks that repeat
A task that repeats can't be sent all at once with Send now. In that case, you choose how many days in advance each one is notified.
To learn how to set up a task's frequency, see the section on frequency in: How do I assign a task to a user in DataScope?
📅 Calendar invitation in the assignment email
When a task is assigned, the notification email automatically includes a calendar invitation (.ics) so the recipient can add it to their calendar.
What does the user see depending on their email client?
Gmail: displays an event card directly in the email with options to accept or decline. The event is automatically added to Google Calendar.
Outlook: displays an attached file that can be opened to add the event to the calendar.
What information does the event include?
Form name as the event title
Task start date and time
Estimated duration based on the configured gap interval
📥 Task scheduling via import
If you use bulk import (Excel), you can also define scheduled delivery.
What changed?
A new column was added at the end:
“Schedule delivery (days before)”
How to use it?
Enter the number of days (for example:
1,3,7)This indicates how many days before the task start date it will be sent.
📌 Notes
If you want the task to be sent at the moment it's created, leave the column empty.
If you want it to be sent at the configured start date and time, enter 0.
In a task that repeats, if you leave the column empty, the task is imported with Task start.
When importing tasks, the assignment emails are sent according to the scheduled sending date, and not at the moment of the import.
📤 Scheduling in export and in Google Sheets
The Excel file you export from Task Assignments includes the Schedule Send (days before) and Task Send Date columns. The sending date is calculated by subtracting the indicated days from the start date and time.
In the Google Sheets integration, those columns appear as Scheduled Send Days Before and Task Send Date.
To learn more, see: How do I export the list of assigned tasks? and How do I integrate my assigned tasks with Google Sheets?
❓ Frequently asked questions
What's the difference between scheduling delivery and setting up a reminder? Scheduled delivery defines when the user receives the task, before it starts. Reminders notify before the task's due date, which is the start plus the duration.
Why can't I select "1 day before" or other advance options? Because the sending date would already have passed. The available options depend on the start date: if the task is for the same day, you can't choose days in advance.
Why does "Send now" appear disabled? Because the task repeats. In that case, you must choose how many days in advance each task is notified.
Can I schedule delivery when importing tasks from an Excel file? Yes. Use the Schedule Send (days before) column.
What happens if I leave the Schedule Send (days before) column empty in the Excel file? If the task doesn't repeat, it's sent at the moment it's created. If it repeats, it's imported with Task start.
I imported tasks with days in advance and the user didn't receive the email right away, why? Assignment emails are sent on the scheduled sending date: the start date minus the days indicated in Schedule Send (days before). If you want them sent upon import, leave the column empty.
Why can't I see the Task Assignments module? The module is available on the Professional and Enterprise plans. On accounts with the Free or Starter plan, a screen with the plans is shown.
Can I schedule the delivery of a task assigned to a group? Yes. The Schedule task delivery section is also available when assigning tasks to user groups.
📚 Related articles