Facilitating Member-Coach Meetings via Task Automation

Objective

The goal is to provide a seamless workflow where a coach can schedule a meeting for a member and ensure the member is automatically notified of the booking.

Prerequisites

This solution uses the platform's Task Module. It allows staff to book a task on behalf of a member, simulating a self-service booking. This action triggers an automated booking confirmation email to the member, using the gym's own email templates.

Phase 1: Creating the task template

To ensure consistency, first define the meeting parameters within a template:

1. Navigate to templates: Go to the Automation tab in the left-hand menu, click Tasks, and select Task Templates.
2. Add new template: Click the Add Task Template button in the top right corner.
3. Select Custom Task: Choose Custom Task from the menu to create a tailor-made entry for your meeting.
4. Describe the task: Enter an internal description (e.g., "Member Coaching & Retention Meeting"). This field is for internal staff use and is not visible to the member.
5. Assign the task: Select a specific coach or an employee group. These users will be responsible for, and prompted to complete, the task.
6. Schedule (optional): Click the clock icon in the top right of the entry box to define a time frame or generate a corresponding shift.
7. Save: Click Save Template, provide a recognizable name and description, and confirm.

Phase 2: Triggering the booking

Once the template is ready, a coach can manually book the member:

1. Open the task list: Navigate to Automation > Tasks > Task List.
2. Start the booking: Click the Create Booking for Member button.
3. Configure details: Select the member, the task template created in Phase 1 and the start date. Optionally set an end date to override the default time frame defined in the template.

Phase 3: The task & communication flow

1. Member notification: Immediately upon saving the booking, the member receives an automated email confirmation containing the meeting date and task name.
2. Staff prompting: On the day of the scheduled meeting, eligible staff members will see the task highlighted on their Dashboard Overview.
3. Management: All pending duties are visible to authorized staff via the Task Overview page for easy tracking.

Expandability & automation

This manual setup serves as a foundation for broader automation. By integrating this template into a Workflow, you can automatically trigger coaching sessions based on member milestones (e.g., 30 days after signup). This transforms a manual booking process into a robust member retention tool.