Tasks keep your coaching team organized and your clients on track. Whether you're following up on a message, scheduling a check-in, or coordinating with another coach, these 14 best practices will help you get the most out of Tasks in FitMetrics.

When a client sends a message that needs follow-up, don't let it slip through the cracks. Right-click the message and select "Create AI Task". FitMetrics will automatically generate a task title, description, and priority based on the message content.

This is the fastest way to turn a conversation into an actionable item — no typing required.

Not every task comes from a client message. For internal items — like updating a program, reviewing nutrition plans, or preparing for a team meeting — use the "New Task" button on the Tasks page.

This lets you create tasks for anything that needs tracking, even if it's not tied to a specific conversation.

A good task name tells you exactly what needs to happen at a glance. Keep titles short (under 200 characters) and action-oriented.

When AI creates tasks from messages, review the generated title and adjust if needed.

Big tasks can feel overwhelming and stall progress. Use subtasks to break them into smaller, manageable steps.

For example, a task like "Onboard new client" could have subtasks:

Check off subtasks as you go to track progress without losing sight of the bigger picture.

Keep all discussion about a task on the task itself — not scattered across chat, email, or Slack. Open the task detail panel and use comments to share updates, ask questions, or provide context.

Use @mentions to tag a specific teammate. They'll receive a notification so nothing gets missed.

Comments support text, file attachments, and voice notes (up to 5 minutes) — perfect for quick verbal updates when typing isn't practical.

Stop digging through email threads and chat history to find that PDF or screenshot. Attach files directly to the task where they're needed (up to 10MB per file).

Common use cases:

Everything stays with the task, so any collaborator can find it instantly.

When you select a client on a task, FitMetrics automatically assigns the task to that client's coach. This saves time and ensures the right person is responsible.

You can also add collaborators to a task if multiple coaches need visibility — for example, when a nutrition coach and a strength coach are both involved in a client's program.

Restricted coaches will only see tasks that are relevant to them, so you don't need to worry about information leaking across your team.

Every task should have a priority (Low, Medium, or High) and a due date. This makes it easy to sort, filter, and focus on what matters most.

Tips:

When AI creates a task from a message, it suggests a priority — review it and adjust based on your judgment.

Sync your tasks with Google Calendar so due dates appear alongside your meetings and appointments. This helps you plan your day realistically and avoid scheduling conflicts.

With conflict detection, FitMetrics will alert you if a task's due date overlaps with an existing calendar event — so you can adjust before things pile up.

Tasks offers three views. Pick the one that fits your workflow:

Switch between views anytime on the Tasks page.

FitMetrics automatically tracks how long tasks have been open. Use this to identify bottlenecks and improve turnaround times.

If you notice tasks sitting in "To Do" for days, it might mean:

Review duration regularly to keep your team running efficiently.

Task creation can trigger automations — saving you from repetitive manual work. For example, you could set up an automation that notifies a coach when a high-priority task is created for one of their clients.

Explore the Automations page to see what workflows you can build around tasks.

Set aside 10–15 minutes each week to review open tasks as a team. Use the Active filter (shown by default) to focus on incomplete work, and check the status tabs to see what's in progress vs. stuck in To Do.

A quick weekly review helps you:

Use the assignee filter and search to quickly drill into specific coaches or clients.

The biggest productivity gain comes when your entire team commits to using Tasks consistently. Make it a habit:

When tasks become the single source of truth for your team's work, nothing falls through the cracks.

Start simple. You don't need to adopt all 14 practices at once. Begin with AI task creation from messages (#1) and clear naming (#3), then layer in subtasks, comments, and automations as your team gets comfortable.

The goal is a system where every client follow-up, internal to-do, and team collaboration lives in one place — your Tasks page.