📝 Overview

The Tasks feature in BoxMate gives you a central place to create, assign, and track tasks across your team. Tasks can be one-off or recurring, assigned to yourself or other coaches, and managed from both the admin website and the BoxMate members app. Y

ou can view tasks in a list or Kanban board, filter by status, and opt into daily overview emails to stay on top of what needs doing.

To access Tasks, navigate to Tasks from your sidebar menu.

🎥 Video Tutorial

You can watch a video about our Task Feature here.

🔑 Authorizations

As the root admin (the main admin of the BoxMate account), you are automatically a Task Manager.

This means you can create tasks for yourself and assign tasks to other coaches. Standard admin and coach accounts can create tasks for themselves and be assigned tasks by the root admin, but cannot assign tasks to other coaches.

🛠️ Creating Tasks

To create a new task, click Add Task in the top right corner. This opens the task creation pop-up where you configure all the task details.

Click the arrow to learn more about task fields

Task Visibility — By default, a task is private and only visible to you. You can change this to a public task visible to all coaches. Task Managers will also see the option to assign the task to a specific coach, or leave it unassigned for anyone to pick up.

Title — Displayed in the list views, so keep it short and clear.

Description — An optional, detailed, rich-text formatted description for the task.

Category — Select from a predefined set of categories to organise your tasks.

Attachments — Click the image, video, or PDF icons to attach files from your library or upload new ones. Attachments are viewable on both the admin site and the app.

Click the arrow to learn more about sub-tasks

Sub-tasks live inside a parent task and can be completed individually. Click the Sub Tasks button, type each sub-task, and click Add or press Enter after each one. When all sub-tasks are complete, the parent task is automatically marked as complete. You can clear all sub-tasks or delete them individually.

Click the arrow to learn about one-off and recurring tasks

One-Off Tasks — You have two options: use Undated to add a floating task with no due date, or toggle to Scheduled and choose a due date from the date picker. Scheduled tasks are highlighted when overdue and included in daily overview emails.

Recurring Tasks — Choose this option to set the frequency and number of repeats. Recurring tasks are recreated overnight on the schedule you set. For example, if you set a daily task and complete it today, it will reappear in your list the next day.

Once you have configured everything, click Create Task and the task will be saved and visible in your list.

🛠️ Viewing & Managing Tasks

The main Tasks page shows tasks in three sections. Toggle between them using the large cards at the top of the page:

Outstanding — Has a due date in the past or today
In Progress — A task that has been marked as started
Completed — Tasks marked as complete

Click the arrow to learn about views and filtering

Kanban View - An alternative side-by-side column layout. Switch to it by clicking Kanban View in the menu bar.

Filtering - Use filters to view recurring tasks, one-off tasks, or search by name. Root admins and Task Managers can also filter between All Tasks and My Tasks.

Click the arrow to learn about task actions

Full Details — Click on a task name to view its description, attachments (images/videos/PDFs), and any additional details.

Sub-Tasks — In list view, click the arrow to expand sub-tasks and check the box to mark each one complete. In Kanban view, select the checkbox directly. When the first sub-task is checked the parent moves to In Progress, and when the last is checked the parent task is completed.

Starting Tasks / In Progress — In list view, click the task actions button and select In Progress. In Kanban view, click and drag the coloured circle with six dots to move the task to the next column.

Completing Tasks — Complete with a specific date (today's date is used by default). Tasks move to the Completed section automatically. To undo, go to the Completed list and uncheck, or drag back in Kanban view.

Updating Tasks (Owner Only) — Click Update Task from the task actions button to edit any of the task details.

Removing Tasks (Owner Only) — Click Delete Task from the task actions button. This action is not reversible.

📝 Additional Features

Tasks integrates with other areas of BoxMate to help you stay organised across devices and workflows.

📱Members App Access

If you use the BoxMate members app as a coach with a linked account, you can access Tasks on the go.

Click the arrow to learn how to access tasks on mobile

Navigate to the Coaches Corner (padlock icon) and select Tasks to manage and track your items from the app.

You can also add a Tasks widget to your homepage by going to Homepage ➜ Burger Menu ➜ Preferences ➜ Widgets and turning on the Tasks widget. This shows an overview of due or overdue tasks for the day.

⚠️ Tasks can only be created for yourself in the app. Task Managers need to use BoxMate in the web browser to assign tasks to other coaches.

📩 Daily Overview Emails

You can opt into daily overview emails that summarise your outstanding tasks each morning.

Click the arrow to learn how to enable daily overview emails

On the BoxMate admin website, click your name or profile image in the top right, then select My Profile. Scroll to the bottom right and update Tasks Email Overview to Receive Email Overview.

💻 CRM Automations

Tasks work hand-in-hand with the CRM automations feature. You can use tasks as an action inside customer journey triggers, for example, creating a follow-up task when a new lead registers via your landing page, or a check-in task after a customer has been with you for a set period. See the full guide on building automations here.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions

Can coaches assign tasks to other coaches?

Click the arrow to see the answer

Currently, only the root admin (Task Manager) can assign tasks to other coaches. Standard coach accounts can create tasks for themselves and be assigned tasks by the root admin.

What happens when a recurring task is completed?

Click the arrow to see the answer

Recurring tasks are recreated overnight on the schedule you set. If you complete a daily task today, a new instance will appear in your list the next day.

Can I manage tasks on my phone?

Click the arrow to see the answer

Yes. If you use the BoxMate members app as a coach with a linked account, you can access Tasks through the Coaches Corner. However, you can only create tasks for yourself in the app — assigning tasks to other coaches must be done from the web browser.