This guide is for both automated system tasks and automated staff tasks.
You can use this guide to understand each step when creating a task from scratch or when editing a preloading task.
Preloaded Task - begin via Task Automation > select task from list
New Task - begin via Task Automation > Add Task Type
Work through each step carefully;
Triggers are the events or conditions that activate a task—such as a new member joining, a payment failing, or a booking being made.
It tells GymMaster when to automatically run an action or assign a staff task.
Depending on the selected event, additional options are provided to narrow down the specificity of the task, examples;
Performer is the staff member/s who is required to complete this task. Only assigned staff will be able to view and complete task.
Automated Task: Step not required
Is Action required upon member arrival at club? A perfect moment for staff to perform their action face-to-face can be when the member next enters the club.
Expiry defines how long a task remains active before it automatically completes itself. It acts as a fail-safe—helping keep your task list clean by ensuring that outdated or uncompleted tasks don’t linger indefinitely.
If a task is triggered after its expiry period has passed, it will still be created, but it won’t be actioned. Setting an expiry is especially useful for time-sensitive actions that lose relevance after a certain point.
Templates for communication are pre-written messages you can customize and attach to automated or staff tasks. They helps ensure consistent, professional and personalized communication with your members — without needing to rewrite messages each time.
You can select both email and / or SMS templates to be sent within the same task, noting they will be sent at the same time.
Manage Templates
Tags are digital labels you can apply to members to help group them by interests, status, or other criteria.
They can be added or removed automatically based on the task’s trigger event.
You can configure the following actions:
Associated Member Tag - Select tag to be added / removed
Tip - Want to target your task to members with a specific tag (e.g. send an email to all members with specific tag)?
Be sure to select the appropriate tag(s) during Step Two: Trigger when setting up your task.
Manage Member Tags
Awards: digital badges of recognition you can give to members to celebrate achievements, milestones, or engagement. You can set up automated tasks to give awards when members reach a visit milestone, complete a challenge, or accomplish a defined goal. Using awards with automated tasks helps boost member motivation and loyalty—without adding to your admin load.
Award Template - select award template to apply
Manage Awards
Prospects are individuals who have shown interest in your club but haven’t yet become members.
By enabling and supporting your Prospect Funnel with tasks, you can partially automate the follow-up process—ensuring no lead slips through the cracks.
Tip - Want to target your task to members who have just shifted into a specific stage of the funnel (e.g. send an email after their club tour)?
Select the Prospect Funnel Stage is Changed trigger in Step Two, and define the stage they have arrived into which triggers the email.
Manage Prospects
Save Task Type
Your task is now active.
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