Tips and Tricks #21: How to schedule tasks in Zoho Subscriptions using Custom Schedulers

Tips and Tricks #21: How to schedule tasks in Zoho Subscriptions using Custom Schedulers

Custom Schedulers is one of our newest features, which helps you save time by scheduling frequently performed tasks. In this week's post, we'll be taking a look at how you can set up custom schedulers to address niche use-cases for your subscription business.
Missed our previous post? Give it a read to learn how you can prevent contact duplication with existing leads from Zoho CRM.


1. Schedule crucial sales reports to stay informed about your business' health

Reports like Lost Opportunities, Churned Subscriptions and Under Risk provide actionable insights about your sales. They can help your sales team proactively follow up with customers on crucial events like errors while signing up, subscription payments that are overdue and subscriptions that have been cancelled. 

Accessing this information on time can be vital--that's where custom schedulers come in handy. With custom schedulers, you can schedule a summary of these reports to be sent directly to your email, which will allow you to make informed decisions about your business' sales.

Apart from the reports mentioned above, the custom scheduler that you're about to create will also include the number of trial subscriptions that are about to expire in the next seven days.

The script for this custom scheduler has already been written and works thanks to Zoho Subscriptions' powerful APIs. All you have to do is configure the scheduler with the script, which we've made available on Github. Here's how to set it up:
  • Go to Settings > Automation > Custom Schedulers.
  • Click + New Custom Scheduler.

  • Set the Frequency as Daily (or Weekly, based on your needs) and the Start Date as your current date.
  • Copy the script for the custom function from Github and paste it in the Deluge script editor.
  • Make sure to edit the script with your Auth Token as well as any other changes that you'd like. 
  • Click Save.
Now, the scheduler will automatically send a summary of these reports along with a link to the full report to your email address.



2. Schedule a subscription to get cancelled on a particular date

Zoho Subscriptions lets you cancel your customers' subscriptions immediately or at the end of the current cycle. However, there may be cases where you or your customers want a subscription to be cancelled on a particular date in the future. This custom function will let you handle such cases.

How It Works

To achieve this, we'll be using custom schedulers. First, you'd have to create a custom field that can store a custom cancellation date in your subscriptions. Next, a custom scheduler, which runs daily, will go through subscriptions that have custom cancellation dates. If the scheduler finds a custom cancellation date that matches the current date, it will cancel the subscription.

End result? You'll be able to cancel a subscription simply by updating it with a cancellation date and let the custom scheduler do the rest.

Setting It Up

There may be a lot of steps involved with this one, but the setup is fairly simple and shouldn't take you more than 5-10 minutes.

To start things off, create a custom field that can store a date in your subscriptions.
  • Go to Settings > Preferences > Invoice.
  • Navigate to the Custom Field tab and click + New Custom Field.

  • Enter the Label Name as "Custom Cancellation Date".
  • Select the Data Type as Date.
  • Ensure that you leave the Default Value field empty.
  • Click Save.
When you want to cancel a subscription at a future date, update the custom field. Here's how: 
  • Go to the Subscriptions module from the left sidebar and select the subscription that you want to cancel.
  • Click the More dropdown and select the Update Custom Fields option.

  • Set the subscription's cancellation date in the custom field that you created earlier. 
  • Click Save
You can also customize the columns in the default subscription list view to make it easier to view cancellation dates. In the Subscriptions module, click the Column Customization icon and mark the custom field for cancellation dates. Click Save to show the cancellation date in the default subscription list view.



Our custom scheduler will also need a Custom View, which will help it sort through subscriptions with cancellation dates. To create the custom view: 
  • Go to the Subscriptions module and click the View Filters dropdown. 
  • Click + New Custom View. 

  • Enter a Name for the custom view. 
  • Add a criterion with the Field as your cancellation date's custom field, the Comparator as is and the Value as This Month.

  • Click Save.

Now, it's time to wrap things up and finally create our custom scheduler. 
  • Go to Settings > Automation > Custom Schedulers.
  • Click + New Custom Scheduler.

  • Set the Frequency as Daily and the Start Date as your current date.
  • Copy the script for the custom function from Github and paste it in the Deluge script editor.
  • Edit the script to suit your needs and also make sure to copy and paste the previously created script's customview_id parameter. 

(You can find the customview_id parameter by going to your custom view and copying it from your browser's URL bar.) 
  • Click Save.
You're all set! Now, the scheduler will automatically cancel subscriptions whenever it finds a subscription that has a cancellation date in the custom field that you created.

Note: Zoho Subscriptions will not charge your customer for their pro-rated usage. So, if you want to charge your customer for their usage until the cancellation date, you can do it by adding an additional charge to their subscription before it gets cancelled.

We hope you try this out and let us know how it goes in the comments below. We're always open to suggestions, so let us know if you have a specific business scenario that you'd like to see us tackle in our weekly tips and tricks. Until next time!

Cheers,
Varun Steven
The Zoho Subscriptions Team

    • Sticky Posts

    • Tip #4 : Refer and Earn Workflow system for your Subscription Business

      Hello everyone, We've been coming up with a tip every week to address specific business scenarios which can be implemented for your business. In continuation to the previous post, this week we will be seeing about how you can implement the Refer and Earn Workflow system to acquire more customers. Why are Referrals important? Customer Acquisition is crucial for any business to sustain itself in a constantly evolving market. It involves persuading new consumers to purchase your products. Customers

    • Tip #2 - Cancellation of Offline Subscriptions based on the Expected Payment Date

      Hello everyone, As you all know, we are coming up with a custom function workflow every week to address specific business scenarios. In continuation of this previous blog, this week we will be seeing about Cancellation of Offline Subscriptions based on the Expected Payment Date. Business Scenario: In general, for any business, the customers make payments via online as well as offline. In case of subscription where the automatic collection of charge is enabled (aka online subscription), the customer's

    • Tip #3 : Send SMS Reminders for your Subscription Business

      Hello everyone, As you all know, we are coming up with a tip every week to address specific business scenarios. In continuation to the previous blog, this week we will be seeing how you can use SMS reminders for your Subscription Business. Using SMS messages for your Subscription Business: While managing your subscription business, more often than not, you need to keep your customers informed about upcoming renewals, payment reminders and cancellations. By keeping them informed in advance, you can

    • Tips And Tricks - Announcement

      Hello everyone, Every business is unique and each of them follows a specific workflow. While managing your customers' subscriptions with Zoho, you might have some needs unique to your business. Custom Functions helps you address such needs. This is a start to a series of posts, where we will be coming up with a custom function workflow every week that addresses specific business scenarios. Watch this space for further updates! Also, if you have any specific business scenario which needs to be addressed,

    • Tip #6 : Accessing external URLs from Zoho Subscriptions

      Hello everyone, We have been sharing a tip every week to address specific business scenarios which you can implement for your subscription business. Last week, we shared a tip about implementing the Approval Workflow system. This week, let's look at how you can access external URLs with the help of Custom Link. Business Scenario: Every business functions differently and has its unique requirements. At times, businesses might want to access other websites or applications by appending specific information

    • Recent Topics

    • Timeline Tracking Support for records updates via module import and bulk write api

      Note: This update is currently available in Early Access and will soon be rolled out across all data centers (DCs) and for all editions of Zoho CRM. The update will be available to all users within your organization, regardless of their profiles or roles.

    • UI Improvement - Ability to Collapse Flow

      The UI for Flow is generally pretty good. However, when multiple decision trees are used, the layout can get pretty convoluted and hard-to-follow (see one of my Flows below): In these cases, even the auto-arrange fails to make this something that a normal

    • Tasks Statuses

      Hi, The task status "Completed" is a final status which closes the task. We need to have a status "Cancelled". However, when the status is set to "Cancelled", the task prompt still has a blue button to Close Task. When the customer clicks that and closes

    • Add Lookup Field in Tasks Module

      Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (

    • Create New Tasks Layout in CRM

      I am able to do this in Leads, Contacts, Meetings, Calls - every other module, but cannot create a new layout in tasks. I have the appropriate access but it's simply not appearing as an option. Only "Standard" option shows. Please help!

    • Whatsapp Connection Status still "Pending" after migration

      Hello, I migrated my WhatsApp API to Zoho from another provider a day ago. So far the connection status is still “Pending”. There is a problem? How long does it usually take?

    • Using IMAP configuration for shared email inboxes

      Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure

    • Auto-sync field of lookup value

      This feature has been requested many times in the discussion Field of Lookup Announcement and this post aims to track it separately. At the moment the value of a 'field of lookup' is a snapshot but once the parent lookup field is updated the values diverge.

    • Zoho Recruit Subscription

      Hello Zoho Recruit Team, Good day! I would like to inquire about your recruitment subscription plans and would also like to verify the current subscription our company is enrolled in under Zoho Recruit. Thank you, and I look forward to your response.

    • Keyboard shortcut M key

      I'm trying to customize my keyboard shortcuts and assign the "m" key. But it says the key is already assigned. I've looked through all my shortcuts and can't see any assigned "m". When I select an email and press the M key, nothing happens. What is the

    • Is it possible to create a meeting in Zoho Crm which automatically creates a Google Meet link?

      We are using Google's own "Zoho CRM for Google" integration and also Zoho's "Google Apps Sync" tools, but none of them provide us with the ability to create a meeting in Zoho CRM that then adds a Google Meet link into the meeting. Is this something that

    • Ensure Consistent Service Delivery with Comprehensive Job Sheets

      We are elated to announce that one of the most requested features is now live: Job Sheets. They are customizable, reusable forms that serve as a checklist for the services that technicians need to carry out and as a tool for data collection. While on

    • Automatic Portal invite

      We have numerous customers we move through a blueprint in deals, when they get to a certain point we need to give them portal access, how can this be done through deluge or a workflow? Latest Update (December 2025): The option to automate portal invitations

    • Marketer's Space: Why mobile optimization deserves a place in your email strategy

      Hello Marketers, Welcome back to Marketer's Space! Today, we'll talk about the importance of creating mobile-friendly email designs. While mobile phones were once used only to make phone calls, today they're used for almost everything, including texting,

    • Enhancements in Canvas

      Dear All, Greetings! Canvas lets you design the record details page to suit your brand or business preferences. We are glad to introduce the following enhancements to uplift your design experience. Reusable Components Style Presets Let's go! Reusable

    • Introducing Dark Mode / Light Mode : A New Look For Your CRM

      Hello Users, We are excited to announce a highly anticipated feature - the launch of Day, Night and Auto Mode implementation in Zoho CRM's NextGen user interface! This feature is designed to provide a visually appealing and comfortable experience for

    • ABN with Legal Entity Name

      Hi, How can I execute this? The ABN number is entered in Accounts Module and ideally, it should display or suggest the correct Legal Entity Name based on the ABN lookup. ex. Account Name: JPG Resources ABN Number: 65 067 761 871 Legal Entity Name: (auto

    • Zoho Cliq not working on airplanes

      Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly

    • Unify Overlapping Functionalities Across Zoho Products

      Hi Zoho One Team, We would like to raise a concern about the current overlap of core functionalities across various Zoho applications. While Zoho offers a rich suite of tools, many applications include similar or identical features—such as shift management,

    • Detailed Account Reports - Add Running Balance

      When one clicks into an account from a report (say P/L or Balance Sheet), the default reports have the Debit, Credit, and then the Amount. The Amount column (last one) is duplicate information. It would be far better and fit more peoples' use cases if

    • Issue: Ticket Export Does Not Include Ticket Threads

      Dear Zoho Desk Support Team, I hope you’re doing well. I wanted to bring to your attention that the current ticket export feature in Zoho Desk does not seem to include the ticket threads or conversation history. When exporting tickets, only the summary

    • Pushover Notification Module

      Hello, it would be good if there would be a "Pushover" (https://pushover.net/) module besides the standard SMS module. Pushover is now very well known, especially in IT, and is becoming more and more popular. The biggest advantage are the customizable

    • Forward - no Ticket Number

      Hello, when I send an email to Zoho Desk via Reply or Reply All, the ticket number is in the subject line. But if I use forward then not. Is there an option to change this? We often forward e-mails and a reply to this will of course create a new ticket

    • Checkout: Adding Images

      Hello everyone, I’m trying to add a small GoGreen logo in the shipping section of the checkout to promote our sustainable shipping. While I can insert text without any issues, it seems that adding images is not supported in this area. Is there currently

    • Sortie de Zoho TABLE ??

      Bonjour, Depuis bientôt 2 ans l'application zoho table est sortie en dehors de l'UE ? Depuis un an elle est annoncée en Europe Mais en vrai, c'est pour quand exactement ??

    • [solved] #original_sender trick not working for us

      Hello community ! We really like DESK.. it's working like a charm for us but I have a request. Some users are sending emails personnaly to me (instead of using the support adress).. and I saw there was a possibilty to use : #original_sender {mail@mail.com}

    • SalesIQ Chat Notifications

      I am the admin of our salesIQ implementation. About two weeks ago, I started hearing/seeing notification for ALL chats messages from monitored agents/chat participants. I don't need to see these, we have a manager who deals with this. I can't stop the

    • Correlated subqueries not supported in Zoho Analytics. This creates huge limitations

      Running into a major limitation in Zoho Analytics: correlated subqueries simply don’t work, even in completely standard SQL patterns inside a JOIN. Example: LEFT JOIN "Bills" b ON d."Id" = b."Deal ID" AND EXISTS ( SELECT 1 FROM "Bill

    • Unknown table or alias 'A1'

      I would like to create a subquery but i am getting the following error: Unknown table or alias 'A1' used in select query. This is the sql statement:  SELECT A1.active_paying_customers, A1.active_trial_customers, A1.new_paying_signup, date(A1.date_active_customers), 

    • Batch Emails in CRM Plus without using a template?

      Hi guys. Is it possible to send the same email to multiple people at the same time within CRM Plus without using an email template? At the moment we create a custom view in Contacts to display the people that we need. We then click the boxes on the left, and click 'Send Mail', but always need to select a template. Sometimes its better to write a quick one off message, without needing to set up a template first. Thanks.

    • bank charge

      a charge to my account was made that I did not authorize, of $16.46, for something that looks like "computer maintenance or something to that matter". please refund.

    • [Free Webinar] Product Updates: Quick Catch-Up Session - Part II - Creator Tech Connect

      Hello Everyone! We welcome you all to the upcoming free webinar on the Creator Tech Connect Series. The Creator Tech Connect series is a free monthly webinar featuring deep-dive technical sessions designed for developers, administrators, and app builders.

    • Introducing Liquid Glass UI on the Zoho Mail iOS app

      Hello everyone! We're excited to announce that the Zoho Mail app is now fully optimised for iOS 26's Liquid Glass design on both iPhone and iPad! The updated interface features transparent layers, smooth animations, and refined visual elements that enhance

    • Plan change from Zoho One to Zoho Workplace

      Hello Zoho, Following the recent pricing update for Zoho One, we are interested in transitioning to Zoho Workplace products. Please inform us about the necessary steps for this process so we can proceed promptly. Kind regards,

    • Partner with HDFC And Sbi Bank.

      Hdfc and sbi both are very popular bank if zoho books become partner with this banks then many of the zoho books users will benefit premium features of partnered banks.

    • Links in Instagram

      Hi there, I have been using Later for a while now but keen to come back to Zoho Social as Later doesn't offer tagging of pages on Facebook but they offer something Zoho doesn't. You can add a link to your bio which opens up your profile feed where images

    • Spotlight #7 - Automatic Transitions in Blueprint

      Previously, records could not be moved from one state to another without user intervention. With automatic transitions, move records from one state to another automatically, when it elapses its pre-defined time. This Spotlight discusses how automatic

    • Sub Folders

      It would be great if there could be sub-folders in reports. We have a ton of individual reports and folders that would be easier to navigate this way 

    • Zoho CRM Community Digest - November 2025 | Part 2

      Hello Everyone! Second half of November brought several exciting updates, especially around Zia, making AI assistance smarter, faster, and more context-aware. We also feature engaging community snippets highlighting members who went the extra mile to

    • Zoho CRM - Writing Assistant Tone

      Hi Zoho CRM Team, Text in my emails often gets underlined in yellow because I tend to use a more informal tone with my client's, like using "I'm" instead of "I am". Is there some way for me to tell the system that this is my preferred writing tone, so

    • Next Page