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In a nutshell, the task management system lets you create, assign, and track tasks for your team members, with priority levels, due dates, and status tracking to keep your club operations organized.

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Overview

The task management system provides comprehensive tools for organizing and tracking work within your club. You can create tasks, assign them to team members, set priorities and due dates, and monitor progress through different status stages. Key capabilities:
  • Task Creation: Create tasks with titles, descriptions, and detailed information
  • Assignment Management: Assign tasks to specific team members or leave unassigned
  • Priority Levels: Set urgency levels (low, medium, high, urgent) for task prioritization
  • Status Tracking: Monitor task progress (to do, in progress, completed)
  • Due Date Management: Set deadlines and track overdue tasks
  • Contact Integration: Link tasks to specific members or contacts
  • Club Association: Associate tasks with specific club locations
  • Booking Integration: Link tasks to specific bookings or events

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Managing Tasks

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Viewing All Tasks

  1. Navigate to Operations → Tasks in the admin panel
  2. Use the tabs to filter tasks by status:
    • All: All tasks in your system
    • To Do: Tasks that haven’t been started
    • In Progress: Tasks currently being worked on
    • Completed: Finished tasks
  3. Click on any task to view detailed information

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Understanding the Tasks Grid

The tasks grid shows:
  • Title: Task name and description
  • Status: Current status with color coding
  • Priority: Priority level with color indicators
  • Assigned To: Team member responsible for the task
  • Due Date: When the task should be completed
  • Contact: Related member or contact
  • Club: Associated club location
  • Actions: View, edit, or delete options

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Task Status Indicators

  • To Do: Task is created but not started (gray)
  • In Progress: Task is being worked on (blue)
  • Completed: Task is finished (green)
  • Overdue: Task is past due date (red)

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Priority Levels

  • Low: Non-urgent tasks (gray)
  • Medium: Normal priority tasks (blue)
  • High: Important tasks (orange)
  • Urgent: Critical tasks (red)

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Creating Tasks

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Adding New Tasks

  1. Click “Add Task” in the top right
  2. Fill in the task details:
    • Title: Descriptive task name (required)
    • Description: Detailed task information
    • Status: Set initial status (defaults to “To Do”)
    • Priority: Choose priority level (defaults to “Medium”)
    • Assigned To: Select team member or leave unassigned
    • Due Date: Set deadline (optional)
    • Club: Associate with specific club location
    • Contact: Link to specific member or contact
  3. Click “Save” to create the task

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Task Assignment

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Assigning to Team Members

  1. Select a team member from the “Assigned To” dropdown
  2. Only active organization users appear in the list
  3. Tasks can be left unassigned for later assignment
  4. Default assignment is to the current user

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Contact Association

  1. Link tasks to specific members or contacts
  2. Useful for member-related tasks or follow-ups
  3. Contact information is displayed in task details
  4. Cannot be changed after task creation

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Due Date Management

  1. Set specific due dates using the date/time picker
  2. Overdue tasks are highlighted in red
  3. Due dates help prioritize work and track deadlines
  4. Tasks without due dates appear at the bottom of lists

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Task Details

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Viewing Task Information

  1. Click on any task in the grid
  2. View comprehensive task details:
    • Task Information: Title, description, status, priority
    • Assignment: Who the task is assigned to
    • Timeline: Due date, creation date, completion date
    • Relations: Associated contact, club, or booking
    • History: When the task was created and last updated

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Task Statistics

The task details page shows:
  • Task ID: Unique identifier
  • Priority Level: Current priority with color coding
  • Status: Current status with visual indicators
  • Assignment Info: Assigned team member details
  • Timeline: Creation, due date, and completion information

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Editing Tasks

  1. Click the Edit button on any task
  2. Update task information:
    • Title and Description: Modify task details
    • Status: Change progress status
    • Priority: Adjust priority level
    • Assignment: Reassign to different team member
    • Due Date: Update deadline
    • Club: Change associated club
  3. Click “Save” to update the task

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Task Status Updates

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Marking as In Progress

  1. Change status from “To Do” to “In Progress”
  2. Indicates work has begun on the task
  3. Helps track active work across the team

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Completing Tasks

  1. Change status to “Completed”
  2. System automatically records completion date
  3. Completed tasks appear in the “Completed” tab
  4. Completion date is tracked for reporting

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Common Tasks

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Daily Task Management

  1. Review tasks assigned to you
  2. Update status of in-progress tasks
  3. Mark completed tasks as done
  4. Check for overdue tasks

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Team Task Assignment

  1. Create tasks for specific team members
  2. Set appropriate priorities and due dates
  3. Monitor progress through status updates
  4. Reassign tasks if needed
  1. Create tasks linked to specific members
  2. Set up follow-up tasks for member interactions
  3. Track member service requests
  4. Monitor member-related work progress

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Club Operations Tasks

  1. Create tasks for specific club locations
  2. Set up maintenance and cleaning tasks
  3. Track facility-related work
  4. Monitor club-specific operations

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Tips & Best Practices

  • Clear Titles: Use descriptive task titles that explain what needs to be done
  • Detailed Descriptions: Provide enough detail for team members to understand requirements
  • Realistic Due Dates: Set achievable deadlines based on task complexity
  • Priority Management: Use priority levels to help team members focus on important work
  • Regular Updates: Encourage team members to update task status regularly
  • Assignment Clarity: Ensure tasks are assigned to the right people with appropriate skills

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Troubleshooting

Issue: Cannot assign task to team member Solution: Ensure the team member exists and is active in your organization Issue: Task not showing in correct status tab Solution: Refresh the page or check the task status - changes may take a moment to appear Issue: Cannot edit task after creation Solution: Ensure you have the proper permissions for task management Issue: Due date not displaying correctly Solution: Check your browser’s time zone settings and ensure dates are in valid format Issue: Contact information not showing Solution: Verify the contact exists and is properly linked to the task Issue: Overdue tasks not highlighted Solution: Refresh the page - overdue detection updates in real-time but may need a refresh