THIS FEATURE IS STILL IN PREVIEW.
Watch Loom Video of using this feature here.
Head to Tasks from your sidebar menu to bring up your Tasks Manager page (you'll need to make sure you've done the free upgrade to DRIVE from the upgrade page to enable testing).
Permissions (Currently only intended for root admin/owner in this preview)
As a root admin (the main admin of the BoxMate account) you will be assigned as a 'task Manager', meaning you can create tasks for other coaches as well as yourself. If you have a standard admin/ coach account on BoxMate you will be able to create tasks for yourself and be assigned tasks by the root admin, but you will not be able to create tasks for other coaches.
Creating Tasks
In the top right corner click 'Add Task' which will bring up the task creation pop up.
From here by default even if you are a task manager, you are creating a private (only visible by yourself) task. You do have the option to switch this to a public task, meaning visible by all.
Once switched to a public task, if you are a task manager will now see the option to assign this task to another coach.
If you leave the assigned coach section as unassigned then it will show on everyones' (all coaches) task list and will be marked as completed when any coach completes the task.
However, if you want to delegate the task to a specific coach, make sure to choose their name from the drop down so that it ends up on their specific task list.
In this pop up simply add in a title and description for your task and then you can also assign it to a category (See example below).
Now, if you need to add sub-tasks to a task you can click this on and start adding the sub-tasks in too.
Simply type in as many sub-tasks as you need clicking 'Add' after each so that they show in the list below (as in example above). You can then clear all tasks or delete them individually too.
Next, decide if this is just a one off task, or if it is recurring (will happen more than once).
One Off Task
If this is a one-off task you have two options, you can toggle it as 'undated' to add this to a coach's to do list with no due date.
Or, you can toggle 'Scheduled' and choose a due date for the task from the date picker.
Recurring Tasks
If this is a recurring task then choose this option which will open up the below box for you to set the frequency that this task will be created.
You have the option to choose daily, weekly or monthly here on the task frequency. So for example, a task that needs to be done every day e.g 'mop gym floor at the end of day' would have a daily frequency. But a job that is only completed monthly like equipment checks/ calibrations etc might have a monthly frequency.
Now, type in how many times you want this to recur so, for example, if this is a task that needs to be completed every day for the next month, you could set the frequency as 'daily' and then type in 30 - to have it recur for the next 30 days.
At the moment there isn't an option to have this as an un-ended date, however, if this is a task that will be created daily and you want this to keep happening, for now you can just enter a large number into that box for example typing in 365 would create this daily task for the next year.
If you want to attach an image to the task you can. You can use one out of your library, upload or use your handy CoachAI image generator to create an image for this task too.
You can also attach a PDF to a task
Simply save the task when you have finished and this will now be created and show in the task list with the due date displaying if this is a one-off task. OR, if this is a recurring task this will show the task for the first time in the list. If this is a daily recurring task that is checked off / completed, it will be created again overnight so that it shows again the next morning.
Viewing/ Managing Tasks
Now in the list view you will see the task you've created with the due date of the first date of this task.
As this task in our example has sub-tasks, you can click to view those sub-tasks and check them off as the tasks are completed. The progress chart on the list view will also show the percentage completion of a task with sub-tasks.
The three dots to the side of the task will allow you to complete a set of actions relevant to the task.
Complete with date will allow you to mark the task as complete with a specific date it was done, for example if you did the task a few days ago and are just catching up on your admin. If you want the date to be 'today' simply checking the box next to the task will mark it as complete with today's date.
You can also delete the task.
Or, you can click 'update task'. This will bring up the below pop up so you can edit the task due date/ add or delete sub tasks etc.
*It is worth noting that both the delete and update functions are only available to tasks you have created yourself.*
The Tasks page will clearly show you Outstanding, Completed & Overdue tasks by clicking on each of these sections to bring up different lists.
For a quick overview of the full task, you can click on the title of the task to bring up the task preview pop-up, which will show the task, details as well as any subtasks.
If you are a root admin you can also filter to all tasks/ my tasks. As a standard Admin this view will just show you your own tasks.
You can also filter to see recurring (NOT READY YET) / one-off tasks and use the search bar to search for tasks by name.
Once you tick the box next to a task it will automatically move from 'Outstanding/ Overdue' into 'Completed'.
If you accidentally tick off a task and it moves to completed, you can click the box next to it again in completed and this will move it back to Outstanding/ Overdue.
The Coach Task Manager is also linked up to your CRM Automations. So, any tasks created automatically as part of your CRM journey automations will show to the relevant coach in their list too.
For example, if you have a Journey set up that sets a coach a task to reach out to a new lead a few hours after they sign up through your landing page with a friendly hello, this task will automatically land on their coach task manager so they can keep all their 'to do' list in one place.
Creating Tasks From Your Phone
As a coach you can also create tasks easily from your phone and then keep an eye on upcoming tasks/ overdue and completed too.
By heading to the Homepage > Burger Menu > Preferences > Widgets you can also turn on the Tasks widget to see an overview of any due tasks for the day there too (or overdue tasks).
Thank You!
So, that's how to use Coach Tasks - your feedback at this stage is really valuable to us and letting us know any issues/ suggestions/ thoughts on this feature at this stage would be amazing.