Some client services occur on a recurring basis but do not fit into a standard DataGrows department such as Accounting, Payroll, SARS, or CIPC.
For these situations, DataGrows provides the Specialized Scheduler.
What Are Specialized Tasks?
Specialized Tasks allow firms to create recurring reminders for services that:
Happen regularly
Have specific deadlines
Need accountability
May need to be billed
Examples include:
✅ Annual Licence Renewals
✅ Industry Registrations
✅ B-BBEE Reviews
✅ Annual Insurance Reviews
✅ Trust Meetings
✅ Client Review Meetings
✅ Contract Renewals
✅ Quarterly Compliance Reviews
Why Use Specialized Tasks?
Why Use Specialized Tasks?
Without a scheduling system, these tasks often end up:
In Outlook calendars
On spreadsheets
In notebooks
In sticky notes
As firms grow, this creates risk.
Specialized Tasks ensure reminders are visible, assigned, and monitored within DataGrows.
Creating a Specialized Task
Creating a Specialized Task
Navigate to:
Ad Hoc Tasks → Specialized Scheduler
Click:
Add Record
Complete:
Task Name
Description
Client
Accountant
Partner
Department
The Department determines which billing rates should be applied.
Choosing a Frequency
Specialized Tasks can schedule:
✅ Monthly
✅ Quarterly
✅ Bi-Annually
✅ Annually
✅ Every Two Years
✅ Every Three Years
✅ Custom Intervals
✅ Specific Months
✅ Specific Days
This allows complete flexibility.
Schedule Days Before Due
A particularly useful setting is:
Schedule (Days Before Due)
This controls how early a task appears before the actual deadline.
For example:
Due Date: 31 August
Schedule: 30 Days Before Due
Task Appears: 1 August
This gives the team sufficient time to complete the work.
Billing Integration
Although the task name is fully customisable, billing remains controlled.
You can associate the Specialized Task with:
Accounting Rates
Payroll Rates
Tax Rates
Advisory Rates
This ensures profitability reporting remains accurate.
Best Practices
Best Practices
Create Recurring Tasks Here
If the activity repeats, use Specialized Tasks rather than Once-Off Tasks.
Schedule Early
Give your team enough lead time.
Assign Ownership
Every recurring task should have a responsible individual.
Link to Appropriate Rates
This ensures billing happens correctly.
Key Takeaways
Key Takeaways
✅ Specialized Tasks schedule recurring custom work.
✅ Frequency options are highly flexible.
✅ Tasks can be linked to departments and rates.
✅ Reminders appear in All Tasks Due.
✅ Ideal for recurring services not covered elsewhere in DataGrows.