GymMaster has a lot of sample task types already in the system, head to Settings > Task Types to check them out. You can edit these to your requirements or create a new task type if you can't see what you're after in that list.
Once on the Task Setup page, you will see that the page is broken up in to sections. Fill in the Basic Settings first, giving the task a name and a description. The Task Name will be your identifier for using/locating this task in the future. The Description is a note to the performer, which reminds them what they need to do before completing this task. Or for automated tasks, the description explains what the task is intending to achieve.
The primary definition for a task is set up in the Trigger Settings section.
Events - the event to base this task type from
When the Event Occurs - how long before or after an event should the task be created.
The red section defines when a task should be created, after an event and its occurs criteria is met. In this example, a task is created immediately when a Failed Billing event occurs.
The blue section changes depending on the event selected. Here you can add filters for particular membership divisions, or membership types.
Performer - Choose which staff member is responsible for the completion of this task.
In this performer list, there are a couple of special options:
- All Staff - all trainers will see this in the Task list
- Personal Trainer - system will assign member's Trainer
- Sales Rep - system will assign member's Sales Rep
Note: Not relevant for automatic tasks.
It's a good idea to set an expiry date for task types. Mainly, this is a fail-safe to help prevent tasks that are no longer relevant from appearing in your Task list, if the performer forgets to complete it.
This is an extra action that you can add for a task when you want to either prevent a member from entering your facility or have staff follow up with that member when they get in. In our example, it might be useful to warn the reception staff that this member's billing information should be checked.
Note: this section is the same for SMS.
Choose who receives the email.
Auto Send - Automate the sending, this eliminates the need for the performer and asks GymMaster to send the email instead.
Email Template - Select a template from Settings > Templates, that you have set up for this task event.
For a failed billing template, it can be useful to include a link for the member to pay any outstanding amounts. See the article, Personalising Communication using template fields, for more information.
Note: None of the sample task types will be configured to send automatically.