Tasks and Task Automation

• Tasks and Task Automation
  • Create / Edit Automated Tasks
  • Create Staff Tasks
  • View and Complete Tasks
  • Frequently Asked Questions

Staff Tasks in GymMaster

Staff Tasks are internal to-do items assigned to your team, ensuring important member interactions and operational duties are not overlooked.
They can be created in two main ways: automatically via triggers or manually by staff.

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1 - Automatically Generated Staff Tasks

Automatically generated staff tasks are created by GymMaster in response to specific trigger events — prompting your team to take timely action.
For example, when a member’s payment is 7 days overdue, GymMaster can automatically create a task for staff to follow up.

Create automated staff task

Start by browsing GymMaster’s range of preloaded automated tasks. If one suits your needs, select and edit to suit.
If no existing task fits, click Add Task Type.
In both cases follow instructions as in Create / Edit Automated Task.

When setting up a staff task:

• Ensure Staff Action Required is selected
• Use the Description field to clearly explain the action staff should take
• Assign a Performer — the staff member (or role) responsible for completing the task
• Decide if the task should prompt Action when the member visits the club

Once saved, task will be added to selected staff/s task list when triggered. See View and Complete Tasks

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2 - Manually Generated Staff Tasks

Manual tasks are ideal for unique or one-off actions requiring staff follow-up.
They are added by staff as needed.

• Most manual tasks follow the General Task steps
• If task requires communication with a member, use steps described within Member Communication Tasks
• If task doesn’t involve a member, set up hack described within Non-Member Task Hack, then create task following General Staff Task steps

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Create General Task

These steps will cover the creation of most of your manual staff tasks.

Navigate to Tasks within the left-hand menu

• Click on Add New Task
• Select an existing Task Type (or use a General Task if no specific type fits)
• Assign to a Member and Staff Member
• Include a Due Date and a clear Task Description

Once saved, task will be added to selected staff/s task list. See View and Complete Tasks

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Create Member Communication Tasks

When direct follow-up or personal communication with a member is required, you can create a manual task from their profile.
This ensures the task is not only assigned to the right staff member, but also tracked within the member’s communication history—providing a clear and auditable log of engagement.

Navigate to Member Page > Communication Tab of the member concerned

• Click +Add then select Add Task
• Complete task details;
  • Due Date – When should the task be completed?
  • Task Type – Choose an appropriate type, such as General Task
  • Description – Provide clear instructions on what action is required.
  • Assign Staff Member – Select the staff responsible for completing the task

Once saved, task will be added to selected staff/s task list. See View and Complete Tasks

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Non-Member Task Hack

In GymMaster, tasks are designed primarily around members to support communication and follow-ups.
To assign a task unrelated to a specific member—like equipment checks or staff-only reminders—you can create a fictional member profile to act as a task placeholder.
This approach keeps all staff tasks within GymMaster’s system, even if they’re not linked to real members.

• Create a shell member profile via Add Member, e.g. named Staff Tasks
• Use this profile as a placeholder for all non-member tasks
• This only needs to be done once; reuse the same profile for future non-member tasks.

Then, create your staff task using the steps outlined above in General Tasks assigning it to your placeholder member.

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By combining automated, manual, and communication-based staff tasks, your team can stay organised, responsive, and on top of every detail—ensuring nothing important is missed. If tasks aren’t working as expected, reach out to GymMaster Support for assistance.

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