The AI Task Manager in FitMetrics is designed to replace tools like Asana, Trello, or Monday.com — but specifically tailored to the needs of fitness businesses and coaching teams.
Whether you’re managing 10 clients or 500, here’s how to get the most out of this powerful tool so nothing slips through the cracks and your team stays organized, fast, and client-focused.
✅ 1. Create Tasks Directly From Client Messages
Instead of writing sticky notes or trying to remember a client request, right-click the message inside the Trainerize chat and choose:
Create Task → Manually add task details
Create AI Task → Let the AI instantly extract and generate the task for you based on what the client wrote
💡 This is the fastest way to turn conversations into action without switching tools or copying/pasting.
📌 2. Use Clear, Actionable Task Names
Keep task titles short and specific. The goal is to instantly know what needs to be done just by scanning the task list.
Good Example:
“Create 3-day home workout for John before Friday”
Bad Example:
“Workout stuff for John”
Also, use keywords like “urgent,” “weekend,” or “birthday plan” to make filtering easier later.
👥 3. Assign Tasks to the Right Coach & Client
Every task is automatically assigned to the client, but you should always double-check the coach assignment — especially if you have a large team.
This ensures accountability and keeps each coach focused only on their own responsibilities.
🗂️ 4. Prioritize Your Tasks
Use the priority setting to organize your day or week:
🔴 High Priority → Urgent client requests, upcoming deadlines
🟡 Medium → Standard tasks
🟢 Low → Nice-to-haves, not time sensitive
Make it a habit to check high-priority tasks first thing in the morning.
⏱️ 5. Use the “Duration” to Track Efficiency
FitMetrics shows you how long a task has been open. This is incredibly useful for:
Identifying bottlenecks
Making sure nothing gets stale
Tracking how long your team takes to complete common tasks
Tip: Use this to set internal standards. For example, “All AI Tasks must be resolved within 48 hours.”
📆 6. Set Due Dates for Client-Facing Tasks
If a client says, “I need this by Friday,” set a due date. This keeps your team accountable and helps you spot overdue items at a glance.
Use this especially for:
Upcoming vacations
Weekly check-in reviews
Custom workout or meal plan requests
🔄 7. Update Task Status as You Go
Move tasks from:
To Do → In Progress → Completed
This helps both managers and coaches stay aligned on who’s doing what and what’s done.
Make it a daily habit to:
Review your open tasks
Update the status
Clear completed items
🧠 8. Don’t Over-Rely on Memory — Use Tasks for Everything
Even if it feels like a “small thing,” if it requires follow-up — make it a task.
Examples:
“Client asked for macro change next week”
“Client is waiting for new onboarding video”
“Check back in 2 weeks if client hasn’t uploaded progress pic”
Small requests stack up. The AI Task Manager helps you turn memory into system — and that’s how pros operate.
✨ 9. Use Tags (Coming Soon)
We’re adding tags soon to let you organize by topic: “workouts,” “nutrition,” “travel,” “tech issue,” etc. This will make filtering and reporting even faster.
⚙️ 10. Review Tasks Weekly With Your Team
If you’re managing other coaches:
Use the Tasks tab to review team performance
Spot overdue or open items
Reassign or adjust priorities live
You’ll be shocked at how much faster your operations become when everyone works from a shared task system that’s built into client conversations.
🔥 Final Tip: Build a “Task-First” Culture
The most successful teams using FitMetrics treat the AI Task Manager like their central source of truth.
If it’s not in the task manager, it doesn’t exist.
If a client said it, it should be a task.
If something’s overdue, take action.
That’s how you scale without chaos.