Tasks is a built-in task management system designed specifically for coaching teams. It replaces external tools like Asana, Monday.com, and Trello — keeping everything inside FitMetrics where your team already works. This article covers everything Tasks can do and how to get started.
What Is Tasks
Tasks is an AI-powered task manager built directly into FitMetrics. It gives coaching teams a single place to track work, delegate responsibilities, and follow up on client needs — without switching between apps.
With Tasks you can:
Create tasks manually or let AI generate them from client messages
Assign tasks to specific team members
Link tasks to Trainerize clients
Track how long each task has been open to measure team turnaround time
Add comments, attachments, voice notes, subtasks, and collaborators
Sync tasks with Google Calendar
Connect tasks to automation workflows
Open the Tasks page from your sidebar by clicking Tasks, or go directly to Tasks.
How to Create Tasks
There are two ways to create tasks in FitMetrics.
1. Create a Task Manually
Click the New Task button on the Tasks page. Fill in the task details — title, description, priority, assignee, client, and due date — then save. All new tasks start with the status To Do.
2. Create an AI Task from a Client Message
While reading client messages in Trainerize Messages, you can turn any message into a task instantly:
Right-click on a client message in the Trainerize Messages view
Select Create AI Task from the context menu
AI will automatically generate a task title, description, and suggested priority based on the message content
The client is auto-linked and the coach is auto-assigned. This is the fastest way to make sure nothing slips through the cracks when clients reach out.
Three Views
Tasks offers three different views so you can work the way you prefer.
Board View (Default)
A Kanban-style board with three columns: To Do, In Progress, and Completed. Drag and drop tasks between columns to update their status instantly. This is the default view when you open Tasks.
List View
A table layout with sortable columns, filtering, and search. Great for scanning through a large number of tasks quickly. Includes a row density selector to adjust how compact the table looks.
Calendar View
Tasks are plotted by their due date on a calendar with Day, Week, and Month views. Useful for seeing what's coming up and spotting scheduling conflicts. If Google Calendar is connected, your calendar events appear alongside tasks.
Task Detail Panel
Click on any task to open its detail panel. Here you can view and edit all task fields, plus access several collaboration features.
Task Fields
Title — up to 200 characters
Description — detailed notes about the task
Status — To Do, In Progress, or Completed
Priority — Low, Medium, or High
Assignee — the team member responsible for the task
Client — link to a Trainerize client (when selected, the coach is auto-assigned based on the client's Trainerize trainer assignment)
Due Date — when the task should be completed
Duration — shows how long the task has been open, helping you measure team turnaround time
Comments
Add comments to discuss the task with your team. Comments support:
Text — type your message
Attachments — upload files up to 10 MB each (images, PDFs, docs, spreadsheets)
Voice Notes — record audio messages up to 5 minutes
@Mentions
Type @ followed by a team member's name to tag them in a comment. They will receive a notification so nothing gets missed.
Subtasks
Break large tasks into smaller steps by creating subtasks under a parent task. Each subtask has its own completion toggle, and progress is shown on the parent task card in Board view.
Collaborators
Add extra team members as collaborators to give them visibility into a task, even if they are not the primary assignee.
Google Calendar Integration
Sync your tasks with Google Calendar so they appear alongside your other appointments and events. When syncing, you can:
Set a specific start and end time for the task
Leave times empty to create an all-day event
See a conflict hint if there are existing events on that day
Each team member connects their own Google Calendar. The connection is per-user, per-business.
Automations
Tasks integrates with the FitMetrics Automations system in two ways:
Tasks can trigger automations — when a task is created or its status changes, it can kick off an automation workflow
Automations can create tasks — set up workflows that automatically generate tasks based on events like new client sign-ups, missed check-ins, or other triggers
Filters and Search
Find the right tasks quickly using the built-in filters.
Quick Filters
Active (default) — shows To Do + In Progress tasks
To Do — only tasks not yet started
In Progress — only tasks currently being worked on
Completed — only finished tasks
Assignee Filter
All Teammates — tasks from the entire team
My Tasks — only tasks assigned to you
Unassigned — tasks with no assignee
Specific team member — filter by any individual on your team
Global Search
Use the search bar to find tasks by keyword across titles and descriptions.
Access Control
What you can see in Tasks depends on your role:
Owners and Admins — can see all tasks across the entire business
Restricted Coaches — can only see tasks they created, tasks assigned to them, or tasks they are added to as collaborators
This ensures coaches stay focused on their own work while owners and admins maintain full oversight.
Tasks is available exclusively on the Business package. If you are on the Essential or Starter plan, upgrade to Business to unlock Tasks and all its features.