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3.9. Automate Repetitive Work with Recurring Tickets
Create recurring ticket definitions in AlgaPSA to automatically generate maintenance and patching tickets on a daily, weekly, monthly, or yearly schedule — with per-client assignee and board overrides.
Recurring tickets let you define a template once and have AlgaPSA generate tickets for every client on whatever schedule your SLA or maintenance routine requires. Common uses include scheduled patch runs, monthly health checks, quarterly reviews, and any other work that repeats on a predictable cadence.
Navigate to Recurring Tickets
From the sidebar, expand the Tickets group and click Recurring Tickets.
Create a recurring ticket definition
Click + Add Recurring Ticket to open the definition editor. Fill in the four sections:
Template
- Title: The title each generated ticket will carry. You can embed tokens that are filled in at generation time:
{{client}}— replaced with the client's display name{{due_date}}— replaced with the ticket's due date{{month}}— the full month name (e.g. "October"){{year}}— the four-digit year
- Description: An optional description copied verbatim into every generated ticket.
- Board / Category / Priority / Assignee / Team: Default values applied to every generated ticket. Per-client overrides (see below) can replace any of these for specific clients.
Schedule
- Frequency: Choose Daily, Weekly, Monthly, or Yearly.
- Monthly offers three variants: a fixed day of the month (e.g. the 15th), the last day of the month, or a positional weekday (e.g. the second Tuesday).
- Create at / Due at: The time of day the ticket is created and its due time, using the tenant's timezone.
- Lead days: How many days before the due date to create the ticket. Set a lead greater than zero when technicians need preparation time.
- Weekend / holiday handling: If the calculated create date falls on a weekend or holiday, choose whether to keep it, move it to the previous business day, or move it to the next business day.
- End: The definition stays active indefinitely by default. You can set an end date or a maximum number of occurrences.
- Live preview: The editor shows the next five scheduled dates as you configure the schedule, so you can confirm the pattern before saving.
Clients
Add the clients this definition targets. Each generated ticket is scoped to one client, so adding ten clients produces ten tickets per occurrence. Use Show all to see the full list.
Per-client overrides
Each client row has an Edit overrides action. Overrides let you replace the definition's default board, assignee, or contact for that specific client — useful when the same recurring task routes to different technicians across accounts.
You can also Pause a specific client. A paused client is skipped during generation runs; its Next due date shows "—" and no tickets are created until it is unpaused.
Removing a client from the list deletes only the link between the client and the definition. Previously generated tickets and the run history are kept.
Contact notifications
By default, recurring tickets do not trigger client-facing email notifications. Enable Send contact notifications on the definition if you want clients emailed each time a ticket is generated from this definition.
How generation works
A background sweep runs every 15 minutes. For each active definition it checks which occurrences are due and creates the corresponding tickets, one per client. Generated tickets carry a Created by Recurring Schedule badge in the ticket detail header that links back to the definition. The definition's Run History tab shows every generation attempt, including how many tickets were created, skipped, or failed.
If the sweep misses an occurrence (because the server was offline at the scheduled time), it catches up on the next run up to the ticket's due date. After the due date passes, the missed occurrence is logged as skipped.
Permissions
| Role | Access |
|---|---|
| Admin, Manager, Dispatcher | Full — create, edit, delete definitions; manage client lists and overrides |
| Technician | Read-only — can view definitions and run history but cannot create or modify them |
All Tickets list
Tickets generated by a recurring definition appear in the All Tickets list alongside all other tickets. Use the Type: Recurring filter to narrow the list to recurring-origin tickets only.