Task assignment is vital in coaching. This guide simplifies creating and assigning tasks in upcoach, ensuring clarity and purpose for each task.
For a more in-depth look at how the Tasks feature works in upcoach, check out our Task Management in upcoach for Coaches article in the Mastery Series collection.
Before you can assign tasks, ensure you have created a program and added your clients to it.
Inside a Program
When you assign tasks from within a program in upcoach, they are specifically attached to that program, aligning closely with the program's goals and content. Importantly, tasks created in one program are not listed in others, ensuring program-specific task organization is maintained.
Add a Tasks Block (If not already present)
Create and Assign a New Task
Click on the ‘New Task’ button within the Tasks Block.
Title: Enter a clear and concise title that summarizes the task's objective.
Description: Provide detailed instructions in the description box. Include the purpose, steps, and any necessary resources. Use rich text formatting and add checklists for multi-step tasks.
Due Date: Set a reasonable due date to establish a clear timeline.
Assignee: Select the client from the Assignee dropdown. For multiple clients, repeat this process for each one or select 'All' if applicable.
Priority: Optionally, set a priority level (High, Medium, Low, None) to indicate urgency or importance.
Finalize and Assign: Click “Create” to assign the task. Clients will receive notifications based on their preferences.
Video Guide - Click here to see how to create a new task
Video Guide - Click here to see how to create a new task
Inside an Agenda
Assigning tasks from within an agenda links them directly to the program associated with that agenda. The visibility and access rules for these tasks follow the same guidelines as tasks assigned from within a program.
Add a Tasks Block (If not already present)
Create and Assign a New Task
The process for creating and assigning a task in an agenda mirrors that in the program section.
Inside a Client's Profile
Assigning tasks directly from a client’s profile allows for a personalized approach to task management. Here’s how you can assign tasks to your clients from their profile page:
Navigating to the Client's Profile from Program
Click on the client's avatar within the program.
From the profile panel that appears, click on the "CRM" button to go to their full profile.
Video Guide - Click here to see how to access client's profile from program
Video Guide - Click here to see how to access client's profile from program
Navigating to the Client's Profile from Admin Area
In the Admin area, click on 'Clients' in the sidebar.
Find and select the desired client from the client listing table to access their profile.
Video Guide - Click here to see how to access client's profile from admin area
Video Guide - Click here to see how to access client's profile from admin area
Creating and Assigning a Task
Once on the client's profile page, navigate to the 'Tasks' tab.
The process to create and assign a task here is similar to that within a program. Click on 'New Task', fill in the task details such as title, description, due date, etc., and assign the task to the client.
By following these steps, you can assign tasks to clients directly from their profile, ensuring that each task is closely aligned with individual client needs and goals.
Inside Weekly Task Planner
Utilizing the Weekly Task Planner offers a visually organized way to assign tasks within a program. Here's how to assign tasks to your clients from this view:
Navigate to Weekly Task Planner
Within a program, locate the Program Tasks Block.
Click on the "Weekly view" button. This action will switch your view to the board layout, providing a comprehensive view of tasks categorized by their their due dates , in a weekly board.
Video Guide - How to navigate to Weekly Task Planner
Video Guide - How to navigate to Weekly Task Planner
Creating and Assigning a Task
In the Board View, click the "+ New" button
Follow the same process as in the Program Tasks Block to create a new task. Input the task title, description, set a due date, assign to a client, and choose a priority if necessary.
By using the Weekly Task Planner, you can easily manage and assign tasks within the visual context of the entire week, enhancing organization and planning.
Within a Course
Integrating tasks into course lessons is an effective way to align learning with actionable steps. Here's how to assign tasks to your clients within your courses:
Steps to Add Tasks to a Course Lesson
Edit Your Course: Open the course you want to modify and enter the editing mode.
Select the Lesson: Navigate to the specific lesson where you wish to add the task.
Insert a Task Block: Drag-and-drop a Task block into your selected lesson. This action embeds a task directly into the lesson content.
Set Up the Task:
Provide a Title for the task that clearly indicates what it entails.
Write a detailed Description outlining the task's objectives and any steps the client needs to follow.
Assign a Due Date. This date is relative to the lesson’s release date, giving clients a timeframe based on when they access the lesson.
Choose a Priority for the task to signify its importance.
Video Guide - How to add a task to a course
Video Guide - How to add a task to a course
Important Notes
Task Assignment Upon Lesson Release: The task gets automatically assigned to the client when the lesson is released to them. This ensures tasks are timely and relevant to the course material.
Non-Recurring Tasks in Courses: Currently, it is not possible to assign tasks with recurring due dates within courses.
By following these steps, you can seamlessly integrate tasks into your course lessons, enhancing the learning experience with practical, hands-on activities.
Via API
For advanced users and developers, upcoach provides the capability to create and assign tasks through its API. This option is ideal for integrating Upcoach tasks with external systems or custom applications.
Via Zapier
upcoach's integration with Zapier opens up a world of automation possibilities, including the ability to create tasks effortlessly. With our Zapier app, you can set up 'Zaps' that automate task creation in response to various triggers.
Video Guide - How to add a task with Zapier
Video Guide - How to add a task with Zapier
Tips for Effective Task Assignment
Be Specific: Ensure task descriptions are clear and detailed to avoid confusion and clarify expectations.
Set Realistic Deadlines: Choose deadlines that are challenging yet attainable, considering each client's schedule and capabilities.
Regular Follow-Up: Schedule consistent check-ins to discuss task progress and provide necessary feedback or guidance.
Encourage Feedback: Ask clients to share their experiences and challenges with the tasks to promote open communication and adaptability.
Align with Goals: Ensure that each task aligns with the broader goals of the client's coaching program, reinforcing the relevance and purpose of each task.
Assigning tasks in upcoach is a straightforward process that significantly contributes to the structure and effectiveness of the coaching process. By following these steps, coaches can ensure their clients are equipped with clear directions and the necessary tools to achieve their goals.