Automated Task Assignment and Scheduling Guide

In this process, you will learn how to set up automated task assignments using triggers, assign task priorities, designate club staff, write scripts, and customize task schedules. This example demonstrates the process using monthly feedback calls as a case study. You will be guided through accessing the automation section, creating new automation, and assigning specific tasks to staff.

Step 1

Access the automation section to begin creating automated task assignments.

Step 2

Within the automation section, you will find a list of current automations. For this example, we will focus on creating a new automation for regular check-in or feedback calls, which occur monthly.

Step 3

Name your new automation, for instance, "Monthly Feedback Calls."

Step 4

Select from over 60 trigger points. For this example, choose the subscription start date as the trigger. This means the automation will be activated once a member starts a subscription. Proceed to select client-specific actions, such as sending emails, SMS, WhatsApp messages, or push notifications.

Step 5

For our example, focus on staff actions, specifically "Add to Call List," which pertains to tasks. The tasks you assign here will appear in the tasks section as due tasks for the club staff, displayed according to assigned dates.

Step 6

Navigate back to the automation setup to create a task under staff actions. This step will specify which staff member will be assigned the task.

Step 7

Assign a staff member to the task. The staff member associated with the client will receive the task.

Step 8

Determine when to send the communication. For example, you might choose to send it 15 days after the subscription starts. Define the task category, such as "Client Feedback."

Step 9

Specify the type of task, which in this case is a call, and determine the priority of this feedback task.

Step 10

Set the task priority as high, medium, or low. In this case, select medium. Next, provide a title for the feedback, like "Monthly Feedback Call."

Step 11

Draft the script for the "Monthly Feedback Call" task. This script will be used during the call.

Step 12

Outline that this is a monthly feedback call that needs to be conducted and indicate the script to be used during the call.

Step 13

Develop your script with appropriate content, such as, "Hey, just checking in." This serves as a sample script for the staff to follow.

Step 14

Upon submitting, members who sign up will automatically receive a task 15 days after the subscription start date, which is then assigned to the club staff to initiate a call. This schedule can be customized further.

Step 15

Create additional schedules, like one for 30 or 45 days after the subscription start date.

Step 16

Include tasks like "Client Feedback" and "Monthly Check-in" for 45 days. You can also incorporate the content and script similarly at this step.

Step 17

Review the setup: automate tasks that promote staff interaction or feedback collection, manage and assign priorities, and automatically allocate tasks to club staff. Additionally, learn how to assign or create scripts for team members and how to set or modify a customized schedule. If necessary, edit or delete scripts to update the tasks as needed.

Updated on: 05/12/2025