Create and Manage Multi-Step Task Templates for Bookings

A task template allows you to combine multiple different actions into a single bookable process.

With a task template, a potential member could:

• Book a trial session

• Create an account

• Sign up for a membership

• Purchase a product

• Schedule a follow-up meeting one month later

• And receive a single combined invoice

This guide explains how task templates work, how to build them, and how to manage bookings, approvals, and notifications.

There are two main parts to tasks:

• Task templates – the blueprint that defines how tasks behave

• Tasks – the actual task instances generated by a booking or manual creation

Task Templates

A task template is made up of multiple nodes that determine how the flow of the task will unfold.

Available Node Types

1. Booking
   Assigns a program template to the task. This automatically creates a personal class for the member and a shift allocated to that class.

2. Custom Task
   Allows you to create a custom, user-defined task for anything that doesn’t fit into the other node types.

3. Invoice
   Indicates whether to create a draft invoice associated with the task. Any memberships or products added will appear on that invoice.

4. Membership
   Assigns a membership type to the task. A membership of that type will be created for the member, and if the Invoice node is included, the membership will be added to the draft invoice.

5. Product
   Assigns a product to the task. If the Invoice node is included, the products will be added to the draft invoice.

Modifiers

Most nodes have modifiers available to provide additional control and flexibility.
Note that not all modifiers apply to every node type.

Available modifiers include:

• Default Location
  Set a default location for a booking. A global default can be set under Gym Settings, but this modifier will override it.

• Responsible
  Assigns the node to a specific staff member, user role, or staff group. This limits which users can complete the node.

• Time Restriction
  Defines an estimated processing time for the node. You can choose whether the duration should count toward the total task time and whether a shift should be created.

If a node’s time restriction is not set to count toward task duration, it’s treated as an internal note and doesn’t affect other nodes.

Create a Task Template

1. Go to Automation → Tasks → Task Templates

2. Click Add Task Template in the top-right corner to open the Task Template Builder

1. Click a node type from the list to add it to the template.

2. Fill out the node’s fields and configure the desired modifiers in the node toolbar.

3. The Invoice node is placed at the bottom of the template by default (since invoicing usually happens after task completion).

   This can be manually changed later when creating individual tasks.

1. Click Save Template

   • Choose whether the template should be bookable through the booking widget.

   • You can also decide whether to display the task’s duration in the widget or only its start time.

Staff Groups

You can now assign staff groups to employees for more granular control in task templates.

To assign a group:

1. Go to the employee’s profile

2. Click Edit Profile

3. Add or assign a staff group to that employee

This allows you to organize staff roles more precisely for booking and task assignment.

Booking Widget

To support task template bookings, a new booking widget is available.
It can be embedded into any website using HTML, allowing users to make bookings directly.

Set Up the Booking Widget

1. Generate an API key for the domain where the widget will be used:

   • Go to Chain Settings → Widget Controls

   • Add the domain name and generate an API key

   The key is shown only once. If lost, delete it and create a new one.

1. Add the widget integration code to your webpage’s HTML

2. Include the API key within the widget element

Display Options

For task templates to appear in the widget:

• Ensure Visible through booking widget is checked in the template settings.

Template availability depends on staff scheduling — templates will only be bookable if at least one staff member has an open shift and is not assigned elsewhere.

You can also define general staff availability (without shifts) in employee profiles by selecting which days they’re available. This makes them bookable during opening hours.

Additional Widget Attributes

• Remove the data-gym-id attribute to start the widget flow with a gym selector.

• Change the data-language attribute to match your website’s language:
  Options: da, de, en, es, fi, fr, nb, nl, sv.

Email Templates

Two new email templates are available under Gym Settings:

• Task Booking Confirmation – sent when a task is booked

• Guest Welcome Email – sent to new potential members booking through the widget

Tasks

When a task template is booked, it creates a pending task that must be approved by an owner or box manager before it’s processed.

Approving a Task

1. Go to Automation → Tasks → Task List

2. Pending tasks are shown at the top of the list

3. Click on the task you want to approve

4. Click Approve Task in the top-right corner

Once approved, the task becomes available for processing.

Completing Task Nodes

Staff members can complete any task nodes they’re assigned to within the template.

Unprocessed nodes are displayed in the Dashboard Overview:

They can also be viewed under Automation → Task Overview, shown in calendar view:

You can switch to list view (top-right toggle) to see all upcoming nodes:

To mark a node as completed:

• Click the checkmark icon in the node toolbar

• Alternatively, click the cancel icon to mark it as canceled

Once all nodes are completed, the entire task is marked as Complete.

Automatic Completion

Some nodes can be automatically completed without manual input. This happens when:

• A membership from a Membership node is finalized and invoiced

• Products linked to a Product node are invoiced

• A class created from a Booking node ends with participants attending

• A draft invoice is converted into an open invoice

Task Notifications

Staff members responsible for specific nodes receive push notifications when:

• A new task is assigned to them

• A task is upcoming or has expired

You can also configure notifications for when new tasks are booked and ready for approval.

All notification settings are managed under:
Gym Settings → Task Settings