Some tasks need to be completed more than once: annual training refreshers, qualification renewals, or documents with expiry dates. Volaby gives you two ways to handle this.
Organisation-set expiry
Use this when you want every volunteer to re-complete the task on the same schedule.
Open the task in Task Management and go to the Options section
Toggle Task Expiry on
Set a Start Date for when the first cycle begins
Choose a Frequency: Monthly, Quarterly, Half Annually, or Annually
When the expiry date arrives, the task moves back to incomplete for every volunteer who completed it. It reappears in their task list on My Elements, ready to be completed again.
Best for: annual training refreshers, yearly surveys, periodic policy acknowledgements.
Volunteer-set expiry
Use this when the expiry date varies per volunteer.
Add a Date field to the task in the form builder
In the field settings, toggle Expiry Field on
When a volunteer fills in the task, the date they enter becomes that task's expiry date for them specifically. When that date arrives, the task moves back to incomplete and they'll need to re-submit it with the updated information.
Best for: driver's licences, background checks, qualifications with individual expiry dates.
What happens when a task expires
The task moves from completed to incomplete and reappears in the volunteer's task list. The volunteer's previous submission is preserved in the task history. If Volunteers Can Update is enabled, they can edit and re-submit directly.
Both mechanisms on one task
If a task has both an organisation-set schedule and a volunteer-set expiry field, whichever date comes first triggers the expiry.
Cross-links
Advanced Task Settings — for other task options including Manual Review and Blocks Progress
Task Segmentation — for controlling which volunteers see which tasks