Keep your team's follow-ups moving with the task board

Most studio admin is not a project. It is a hundred small follow-ups — a spring that needs replacing, a client who has gone quiet, an order sitting under the front desk — and it usually lives in someone's head, a group chat, or a sticky note on the till.

The task board is where those go instead. Every task has an owner, a due date and a column, so at any point you can see what is waiting, what someone has picked up, and what is finished.

What a task carries

A task card can include the context needed to complete the work.

• Title and description for the work to be done.
• Assignee and due date to show who owns it and when it is due.
• Related client, class, location, or shop sale when the task is connected to another record.
• Move buttons for changing its board column without dragging.

Where tasks come from

Created by hand

Three screens open the same Create Task drawer, and each one pre-fills what it knows:

• Operations → Tasks → Create Task — an empty task.
• A class opening → Related Tasks → Create Task — pre-linked to that opening, so the card shows the class and its date.
• A client profile → Tasks → Create Task — for work that belongs to one person's account.

In the drawer, fill in the title and description, then optionally add an assignee, a due date, a related client, a related class opening and a location. If you leave the assignee blank, the task starts in Unassigned.

Created automatically

Two parts of Clovo create tasks automatically so incoming work is added to the board.

Member shop sales. Turn on Automatically create tasks under Member Shop → Settings to add an unassigned fulfilment task for each paid sale. The task includes the order and pickup details your team needs.

This gives the front-desk team a fulfilment queue with the details needed to prepare and hand over each order.

Ghost Alerts. From an alert about a client who looks to be drifting away, Create a staff task raises a Check in with… task already assigned to you, linked to both the client and the alert, and pre-written with the signals that raised it. See dial in your retention strategy by customising your retention signals for what those signals are.

Working the board

Unassigned is the inbox. Cards land here from the shop and from tasks created without an assignee. A task needs an owner before it can move to another column, so review this column regularly and assign new work.

Todo shows assigned work. A card arrives here when someone takes it on, giving the team a view of each person’s workload. Assigning the task also notifies that person.

In Progress shows active work. Reviewing this column at the start of a shift can support a quick handover and identify tasks that need an update.

Done shows recent completions. Use See all completed tasks to open the full history without adding every completed card to the main board.

Moving a card

Drag an assigned card into another column, or use the Move to… buttons on the card itself. The buttons provide an accessible alternative to dragging and can be more convenient with a keyboard or trackpad.

One rule to know: a card that has an owner cannot go back to Unassigned. If a task needs to be handed back to the pool, change the assignee rather than the column.

Watching a task

You do not have to own a task to follow it. The Watch toggle subscribes you to updates by push notification and email.

A few ways studios use it:

• Owners watch the money and the maintenance. Equipment repairs and supplier follow-ups, without being the person doing them.
• Whoever raised it watches it. The instructor who reported the broken spring finds out it has been fixed before they teach on it again.
• Managers watch the client follow-ups. Ghost Alert check-ins in particular, so a retention conversation is not quietly dropped.

The toggle is per person and per task, and you can turn it off from the same drawer when you no longer need updates.

Housekeeping

• Deleting a task is limited to the studio owner and whoever created it. Everyone else can move and edit, which keeps the board's history intact.
• Older tasks surface automatically. Any task still open after 30 days is flagged in Studio Health as an insight, with a link straight back to the board. Review these tasks to close, reassign, or update them as needed.

Related

• Use Ghost Alert to find retained openings
• Dial in your retention strategy by customising your retention signals