Tasks and Task Automation

• Tasks and Task Automation
  • Create New Tasks
  • View and Complete Tasks
  • Frequently Asked Questions

Tasks

Tasks streamline your team’s workload by handling routine actions behind the scenes and assigning the right jobs to the right staff.
Automated and manual tasks work together to create a clear, organized to-do list—so your club runs smoothly, no steps are missed, and your members get a consistent, professional experience.

Tasks can be broadly separated into two groups;

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1 - Set and forget with Automated Tasks

Automated tasks run quietly in the background — no staff action needed. Once enabled, GymMaster takes 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 to handle predictable, repetitive processes—so your team can focus on what matters most: your members.

Where can automated tasks be used?

Use when: task is predictable and actionable within the system; no staff involvement is required.

Here are a few examples where task automation lets GymMaster handle the work for you;

• New Member Onboarding - Automatically 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—automatically
• Membership Renewals - Remind members when their membership is due for renewal
• Lead Follow-ups - Automatically alert staff to contact prospects who’ve shown interest
• Feedback & Surveys - Request feedback after classes or events—no manual chasing needed

Learn how to Create / Edit Automated Tasks

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GymMaster comes with a selection of preloaded common tasks - scroll down learn more

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2 - Streamline your to-do lists with Staff Tasks

Use Staff Tasks when a personal touch 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 automatically by GymMaster — based on key events or member actions
• Created manually by staff - to assign a job to a specific staff member.

When do we use staff tasks?

Use when: staff response, judgement, or preparation is required

Here are a few examples;

• 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 – prompt 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

Learn how to Create Staff Tasks

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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 task template

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.

For a step by step when editing task see Create / Edit Automated Tasks

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