Set Up a Recurring Reminder
For requests you have to submit on a fixed schedule — a monthly expense report, a weekly status update — set up a recurring reminder and let the system create the request for you, so you don't have to remember the date.
How to set it up
- Go to "Recurring Reminders" in the sidebar and click "Add New Reminder"
- Choose the workflow to start on a schedule (the title is pre-filled from the workflow's subject template and can be edited)
- Set the "Frequency" (daily / weekly / monthly) and "Interval" — for every two weeks, choose weekly with an interval of 2
- Set the "Schedule Start Date" — the date the first request should be created
- Decide whether to leave "Backfill missed periods" checked (it is by default)
- Save
The start date decides everything
There is no separate "day of week" or "day of month" setting — the start date determines both. Pick March 15 with a monthly frequency and you get the 15th of every month; pick Monday, March 15 with a weekly frequency and you get every Monday.
Once you pick a date, the next three occurrences are listed right below the field, so you can confirm the schedule lands on the days you expect.
Short months
If your start date is the 31st, months without a 31st fall back to the last day of that month, and the following month returns to the 31st:
| Start date | Following occurrences |
|---|---|
| January 31 | Feb 28, Mar 31, Apr 30, May 31, Jun 30 |
| January 29 (leap year) | Feb 29, Mar 29, Apr 29 |
A short month never permanently shifts the schedule — every occurrence is calculated from the start date, not from the previous one.
What happens when a reminder fires
Reminders run when you sign in
Recurring reminders are not run by a server on a timer. They are checked and created when you personally sign in to kikuflow (and re-checked every five minutes while you stay signed in).
In other words: if you don't sign in, no request is created. Come back from a two-week vacation and those two weeks' requests are all created the moment you sign in.
Once a request is created:
- Its subject is "Reminder title (period date)" — for example "Monthly Expense Report (2026-03-01)". The date is the day that period was due, not the day you signed in
- It appears under both "My Pending Tasks" and "Requests I Started", with the status "In Progress" and the first node of the workflow as its current step
- Open it to fill in the form and click "Approve" to send it onward. From there it behaves exactly like any other request
Backfilling missed periods
| Setting | Behavior |
|---|---|
| Checked (default) | On sign-in, creates one request for each missed period, up to the 12 most recent |
| Unchecked | Creates only the current period; missed ones are skipped |
For example, with a reminder set to the 1st of each month, no sign-ins after June 1, and a sign-in on September 10:
- Checked: creates four requests — June 1, July 1, August 1, September 1 — each labeled with its own period date
- Unchecked: creates only September 1
Beyond 12 periods, the 12 closest to today are kept. If a daily reminder goes untouched for months, you get the most recent 12 days, not the oldest 12.
Disable, edit, and delete
From the "Recurring Reminders" list you can "Disable" a reminder at any time (keeping its settings but creating no further requests), or re-enable, edit, or delete it.
Editing the start date restarts the whole schedule
Changing "Schedule Start Date" on the edit page restarts the reminder from that date, resetting the count of periods already run. To adjust the rhythm, set a new start date — don't expect the change to affect only the next occurrence.
Useful for
Fixed submissions that are due whether or not anyone remembers them: monthly expense reports, weekly status updates, quarterly inventory counts.