Creating & Managing Tasks

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Head to Tasks from your sidebar menu to bring up your Tasks Manager
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​Permissions - 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.
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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.
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​In a later update, there will be a permission option for the root admin to give permission to set coaches to be able to create tasks for other staff members.
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In the top right corner click 'Add Task' which will bring up the task creation pop up.

NEW SCREENSHOT TO BE ADDED (FULL SCREEN) - or gif?

Task Visibility - Private task, only visible by yourself is the default or you can change this to a public task visible by all coaches. Task managers will now see the option to assign this task to another coach or leave unassigned for all to see and complete.

Title - This will be displayed in the list views so make it a short, clear overview.

Description - Add an optional, detailed, rich text formatted description for this task.

​Category - Select from a predefined set of categories to organise tasks
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​Sub Tasks - You can create sub tasks that live inside the parent task and complete them separately with automatic completion of the main task when all sub tasks are complete.
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Simply click the sub tasks button and type in as many sub-tasks as you need clicking 'Add' or pressing enter after each, so that they show in the list. You can then clear all tasks or delete them individually using the buttons.
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​One Off Tasks - If this is a one-off task you have two options, use 'Undated' to add this floating with no due date. Alternatively, you can toggle to 'Scheduled' and choose a due date for the task from the date picker which will highlight when overdue and be included in daily overview emails.
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​Recurring Tasks - If this is a recurring task, then choose this option, which will open up the below box for you to select the frequency that this task will be created and how many times it will repeat. These tasks are recreated overnight on the schedule you set. For example, if you set a daily task and complete it one day, when you wake up the next day it will be back in your list.
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​Attachments - Click the image, video or PDF icons to attach one or more from your library or upload to your task for viewing in the admin site and the app.

Click Create Task and the task will be saved and visible in the list.
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The main page shows tasks in 3 different sections, and you can toggle between them at the top of the page by clicking the large card to filter:

​Different Views - There is also a second way to view tasks in a Kanban (Side By Side Columns) view, to switch to this click Kanban View in the menu bar.

Filtering Tasks - You can filter to see recurring, one-off tasks and use the search bar to search for tasks by name. If you are a root admin or have the task manager permission, you can also filter to all tasks/my tasks.

With each task, there are several options for viewing and managing:

Full Details - Click on the task name to bring up further details that have been added in addition to the title, along with any attachments (Images/Videos/PDFs).

Sub Tasks - In list view, click the arrow to view subtasks and click the checkbox to mark each complete; in Kanban view simply select the checkbox. When the first item is checked the task will move into "In Progress" and when the last is complete the parent task will be completed.

Starting Tasks/In Progress - In list view, click the task actions button then select "In Progress" to move to the next section, for Kanban simply click and drag the coloured circle with 6 dots and move to the next section.
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​Completing Tasks - Complete with date, will allow you to mark the task as complete with a specific date it was done, by default todays date is used. Tasks will move to the completed list/section automatically when actioned - to undo, head to the completed list and simply uncheck (Or in Kanban view drag back to Outstanding/In Progress)
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​Updating Tasks (*Owner Only) - You can click 'Update Task' from the task actions button. This will bring up the below pop up so you can edit any of the task details.

Removing Tasks (*Owner Only) - You can click 'Delete Task' from the task actions button - this is not reversible.

If you use the BoxMate members app as a coach and have a linked account, you can access the Tasks page to manage and track your items on the go by heading to the Coaches Corner (Padlock Item) and selecting Tasks.

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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).

Important Note - Taks can only be created for yourself in the app, task managers need to use BoxMate in the web browser to assign tasks for other coaches.

With access to tasks you can turn on daily overview emails to remind you of what's outstanding in your inbox when you start the day. This is an opt-in with a preference in your admin account.

To enable, on the BoxMate admin website, click your name/profile image, top right of the page and then 'My Profile', from there scroll to the bottom right and update Tasks Email Overview to Receive Email Overview.

Tasks work hand-in-hand with our CRM automations feature as an action for customer journey triggers. For example: Creating a task to follow up with a new lead when they register via your landing page or reaching out to arrange a check in after they have been a customer for 6 months. View the guide on building automations here.

So, that's how to use Tasks, we hope that this feature assists in helping you run your fintess facility efficiently by keeping tasks in a single place and keeping coaches accountable and informed.

Thank you! Team BoxMate 💪🏼