Here you can create both automated system tasks and automated staff tasks.
Use this guide to understand each part of the setup—whether you’re building a task from scratch or refining a preloaded one.
Name Task:
Required
This is how the task will appear in automated lists and in staff task queues when action is required.
Choose a name staff can easily recognise later.
Staff Action Required:
Optional
Tick this only when the task needs a staff member to complete something manually.
You’ll choose who later under Performer.
Abbreviation:
Optional
A three-character shorthand that makes searching through task types quicker.
Sort Order:
Optional
Overrides alphabetical order.
Setting a low number (like 1 or 2) pushes the task toward the top of your list for easier access.
Description:
Suggested
For automated tasks, the description explains what this task does and why it exists. Hovering over a task name in the list displays this text.
For staff tasks, the description becomes the instructions staff see when the task lands on their to-do list. Make it clear and contextual.
The trigger is the internal event or condition that activates the task—such as a new member joining, a payment failing, or a booking being made.
It’s how GymMaster knows when to run an automated action or assign a staff task.
Event
Required
Select the event the task should be based on, such as a member’s birthday.
Only member-related system events can be selected.
When Event Occurs:
Required
Choose when the task should fire relative to the event: before, after, or immediately.
For example, you might send an automated email one week before a member’s birthday.
Depending on the event, you may see additional filters:
GymMaster generates tasks every 30 minutes. Even when set to Immediately, there may be a slight delay.
By default, communication tasks only send during working hours—this can be adjusted under Settings > Advanced Configuration > Tasks.
Required only when staff action is required
The Performer is the staff member (or group) responsible for completing the task. Only they will see it when triggered.
Optional
If you want the task to affect access control when the member checks in, set it here.
No Action at Door:
Default. Member enters normally.
Alert at Door:
Member enters, but staff receive a yellow notification prompting them to take action based on the task description.
Stop at Door:
Member is denied access, and staff see a red notification.
Access may be granted once the task is resolved, depending on context.
Expiry determines how long a task stays active before it automatically closes itself.
It keeps your task list tidy and prevents stale tasks from lingering.
If an event triggers after the expiry timeframe, the task will still be created but won’t run its action.
This is especially useful for time-sensitive tasks that aren’t relevant after a certain point.
Optional
Write and attach communication templates that send automatically through your Tasks system.
Email to Member:
Send an email to the member when the trigger event occurs.
For example: send a birthday email one week before their date.
Email to Performer:
Email the staff member responsible for completing the task.
Email Template:
Attach an existing template or create one on the spot.
Templates can auto-populate personalised details for each recipient.
Optional
Create personalised mobile push notifications that send automatically when the trigger event fires.
No Action:
Choose this when no mobile notification should be sent.
Notifications can be combined with emails—if both are selected, they send at the same time.
Optional
Tags help group members by traits, interests, or status.
Tasks can automatically add or remove tags based on the trigger event.
No Tag:
No change to tags.
Add Tag:
Automatically apply a tag when the event occurs.
Remove Tag:
Automatically remove a tag when the event occurs.
Associated Member Tag
Choose which tag is added or removed.
New tags can be created at Settings > Custom Fields > Tags.
Optional
Awards are digital badges that recognise achievements, milestones, or engagement.
Automated tasks can award members when they reach visit milestones, complete challenges, or hit a specific goal.
No Action:
No award changes.
Add Award
Automatically grant an award when the event occurs.
Award Template:
Select which award template should be applied.
Optional
Automate parts of your Prospect Funnel to support timely follow-up and prevent leads from being forgotten.
No Action:
No change to funnel status.
Set Not Interested:
Move a prospect to Not Interested and select the reason.
Change Funnel Stage:
Move them to another selected funnel stage.
Snooze in Funnel:
Pause follow-up tasks until unsnoozed.
Unsnooze from Funnel:
Resume follow-up tasks and prompts.
A task needs at least one action (email, tag, award, funnel change, door action, etc.) selected in order to activate.
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