Tasks
Tasks is a lightweight action list for instructors. Tasks can be created automatically by the system or manually. Nothing critical happens without a human making the call.
Tasks is a Pro-only feature — see Plans & Billing.
Accessing Tasks
The Tasks tile is in the Admin section of the home screen. The tile shows a badge with the number of pending tasks when there is something to action.
Task lifecycle
| Status | Meaning |
|---|---|
| Pending | Needs action |
| Completed | Marked done by an instructor (recorded with timestamp and user) |
| Dismissed | Acknowledged but not acted on |
From any pending task you can:
- Mark done — records who completed it and when
- Dismiss — removes it from the pending list without logging a completion
Toggle the button in the top-right of the Tasks view to switch between Pending and Done lists.
Setup tasks
When you first log in, the app automatically creates tasks for anything that isn't configured or populated yet. Setup tasks appear alongside your manual tasks and are dismissed or completed in the same way.
| Task | Priority | When it appears |
|---|---|---|
| Import your students | High | No students exist yet |
| Create your classes | High | No classes exist yet |
| Assign your students to classes | High | Students exist but none are enrolled |
| Add staff and assign to classes | High | No staff class assignments exist |
| Take your first class register | High | Students are enrolled but no session has been held yet |
| Set up GoCardless | Normal | GoCardless not connected |
| Set up Twilio for Text/WhatsApp comms | Normal | Twilio not configured |
| Configure email so confirmations reach students | Normal | SMTP not configured |
| Connect your Facebook Page to capture Lead Ad enquiries | Normal | Meta Lead Ads not connected |
| Add your Meta Pixel ID to track bookings in Ads Manager | Normal | No Pixel ID set |
| Build and test your comms | Normal | A comms channel is connected but templates haven't been tested |
The five High-priority tasks always appear in the order shown above — the core "get your club running" sequence. Each task appears only once — once you've completed or dismissed it, it won't reappear. The home screen badge reflects the current pending count from the moment you first log in.
Automatic tasks
GoCardless mandate ready
Trigger: Parent completes GoCardless mandate setup via the membership form
Task created: "Set up GoCardless subscriptions for [First Last]"
The task includes the mandate ID, the student's class, and instructions to create:
- A monthly training subscription in GoCardless
- An annual Membership/Insurance subscription in GoCardless
This task fires as soon as the mandate is created — the mandate is immediately usable in GoCardless, so there's no need to wait. It is created as High priority.
Payment failed
Trigger: A GoCardless payment for a linked student fails or is charged back (checked roughly once an hour)
Task created: "Payment failed — [First Last]"
Includes the payment amount and date. Only raised once per payment — you won't see the same failure alerted twice. High priority.
Mandate cancelled
Trigger: A student's GoCardless mandate is cancelled, fails, or expires after they've already fully joined (checked roughly once an hour)
Task created: "Contact [First Last] — mandate [cancelled/failed/expired]"
If this happens to a lead who hasn't finished joining yet, r4ptor reverts them to Invited automatically instead — see Membership & Direct Debit. This task only fires for members who are already fully onboarded. High priority.
Creating tasks manually
Tap the + button at the top-right of the Tasks view to open the create sheet. Fields:
| Field | Options |
|---|---|
| Title | Required |
| Description | Optional — extra context |
| Due date | Date picker |
| Priority | High / Normal / Low |
| Recurrence | None / Weekly / Monthly / Quarterly / Annually |
Recurring tasks
When a recurring task is marked done, the next occurrence is created automatically with the same title, description, priority, and recurrence — the due date advances by one recurrence period.
| Recurrence | Next due date |
|---|---|
| Weekly | +7 days |
| Monthly | +1 month |
| Quarterly | +3 months |
| Annually | +1 year |
Future recurring tasks
After creating a recurring task, the next occurrence may not be due until next month, quarter, or year. Rather than hiding it, the app shows it in a collapsible section below the active list:
- Next Week — recurring tasks due in the coming week
- Next Month — recurring tasks due next calendar month
- Next Quarter — recurring tasks due next quarter
- Next Year — recurring tasks due next year
These sections are collapsed by default. Expand them to confirm the task was created correctly. Mark done and dismiss actions are available on future task rows too.
Task ordering
Active tasks are ordered:
- Due soon first — tasks with a due date appear before undated tasks
- Then by priority — High before Normal before Low
- Then by setup sequence — the setup tasks above carry a fixed sequence number so they always list in the order shown, regardless of creation time
- Then newest first — most recently created tasks at the top within the same priority (applies to manually created tasks, which don't carry a sequence number)
Task categories
| Category | Used for |
|---|---|
GOCARDLESS | Payment and mandate actions |
COMMS | Communications to review or send |
GENERAL | Everything else — including setup tasks and manual tasks |
Task priority
| Priority | Badge colour |
|---|---|
HIGH | Red — needs prompt attention |
NORMAL | Grey |
LOW | Light grey |