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Facilitating Member-Coach Meetings via Task Automation

Streamlining member retention through automated task scheduling and staff-led bookings.

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 utilizes 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 specific 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. Define the Task:

    • Description: Enter an internal description (e.g., "Member Coaching & Retention Meeting"). Note: This field is for internal staff use and is not visible to the member.

    • Assignment: Select a specific coach or an employee group. These users will be responsible for and prompted to complete the task.

    • Scheduling (Optional): Click the clock icon in the top right of the entry box to define a time frame or generate a corresponding shift.

  5. 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. Access Task List: Navigate to Automation > Tasks > Task List.

  2. Initialize Booking: Click the Create Booking for Member button.

  3. Configure Details: * Select the Member.

    • Select the Task Template created in Phase 1.

    • Choose the Start Date.

    • (Optional) Set an End Date if you wish to override the default time frame defined in the template.

Phase 3: The Task & Communication Flow

  • Member Notification: Immediately upon saving the booking, the member receives an automated email confirmation containing the meeting date and task name.

  • Staff Prompting: On the day of the scheduled meeting, eligible staff members will see the task highlighted on their Dashboard Overview.

  • 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.