Tasks
Tasks streamline your team’s workload by handling routine actions automatically behind the scenes and assigning the right jobs to the right staff.
Staff tasks create a clear, organized to-do list, so your club runs smoothly, no steps are missed, and your members get a consistent, professional experience.
While all tasks are created from the same system, Tasks created can be broadly separated into two groups;
Note GymMaster comes with a list of Preloaded Tasks which can be activated once details are complete.
Automated Tasks
Set and Forget
Automated tasks run quietly in the background; no staff action needed. Once created, GymMaster can take care of things like sending emails, SMS reminders, updating access allowance, and more. These tasks are triggered by member activity or key events and are perfect for saving time and reducing admin.
Use Automated Tasks when task is predictable and actionable within the system; no staff involvement is required.
| Task Example | Automated System Action |
|---|---|
| New Member Onboarding | Send welcome emails and book orientations |
| Payment Reminders | Keep members informed about upcoming or overdue payments |
| Class & Appointment Reminders | Reduce no-shows with automated reminders |
| Birthdays & Milestones | Celebrate member birthdays and achievements |
| Membership Renewals | Remind members when their membership is due for renewal |
| Lead Follow-ups | Alert staff to contact prospects who’ve shown interest |
| Feedback & Surveys | Request feedback after classes or events |
Staff Tasks
Personal Touch
Use Staff Tasks when personal action is needed; like following up with a lead, checking in on a member’s progress, or prepping for a session.
Think of them as a smart to-do list that keeps your team organised and on track.
These tasks can be;
- Created by GymMaster: Based on key events or member actions; use an automated task to create a staff oriented task
- Created manually by staff: To assign a job to a specific staff member.
Use Staff Tasks when staff response, judgement, or preparation is required
| Task Example | Staff Action |
|---|---|
| Follow-ups | Assign staff to call leads or check in with new members |
| Feedback Resolution | Create tasks to respond to member feedback or concerns |
| Member Requests | Assign tasks for special member needs or service requests |
| Session Prep | Remind staff to prepare spaces, equipment, or resources |
| Tours & Orientations | Staff to guide and welcome new members |
| Recognition & Rewards | Set tasks to celebrate member milestones |
| Event Coordination | Assign roles and responsibilities for upcoming events |
| Equipment Maintenance | Schedule regular checks or repairs on club gear |
Preloaded Tasks
GymMaster comes loaded with a selection of common automated task templates to help you get started faster.
Browse the list to find a task that fits your need, then customize it to suit your workflow.
Activate Tasks
These tasks are shell templates; they won’t run until you’ve reviewed and activated them.
Navigate to Settings > Task Automation
- Browse and select task you wish to use
- Review and edit settings carefully:
- Choose the task performer (if staff action is required)
- Update the email or SMS template, if needes
- Tick the boxes to send Email and/or SMS, if relevant
Once saved, your task is live, ready to run automatically when the defined event is triggered.
Learn more about each step in task creation when Adding a Task
- Common Questions this Covers
- How do tasks work in GymMaster
- What is the difference between automated tasks and staff tasks
- How do I set up automated action in GymMaster
- How do I create an internal staff list for my team
- How do I activate a preloaded task
- Can GymMaster send automatic emails and SMS messages
- How do I automate member communication and follow ups
- How do I assign tasks to specific staff members
- What are the best task automations to set up in a gym
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