What Tasks Helps You Do
Every academy runs on work that nobody sees from the mats. Mats get swept, paper towels run out, waivers need chasing, and a heater stops working the week you need it. Tasks is the place to write that work down so it stops living in your head and in text messages.
Find Tasks in the sidebar under the OPERATIONS group. The page carries the reminder "Keep the work behind the scenes moving."
Use Tasks when you want to:
- Write down a job before you forget it, then check it off when it is done.
- Hand a job to a coach so it is clear who owns it.
- Set a chore to come back on its own instead of remembering it every week.
- Tie a piece of follow-up to one student.
- Keep an eye on the supplies that run out.
Before You Start
- Sign in to MatAdmin as the academy owner or an admin.
- Decide who else at the gym will work from the list. Tasks are most useful when your coaches actually open them.
- If you plan to link a task to a student, add that student to MatAdmin first.
You do not need to set anything up before your first task. An empty list is a normal starting point.
Create A Task
A task is one job with a title. Everything else on the form is optional, so you can capture something in seconds and add detail later.
- Open Tasks from the sidebar, under OPERATIONS.
- Select + Add task at the top right of the page.
- Enter a Title. This is the only required field. Keep it concrete, the way the placeholder suggests: "Sweep the mats".
- Choose a Category so the job is easy to find later. The categories are Facility, Supplies, Equipment, Admin, Students, and General.
- Use Assign to if one person should own the job. Leave it alone if anyone can pick it up.
- Use Regarding to link the task to a specific student, which is useful for follow-up such as a missing waiver.
- Set a Due date if the job belongs on a particular day.
- Add Notes for anything the next person needs to know, such as which closet the supplies live in.
- Select Save task.
Cancel closes the dialog without saving, so nothing is added if you change your mind.
Make A Task Repeat
Some work never really finishes. Mats get swept after every session and the first aid kit gets checked every month. Instead of writing those down again each time, set the task to repeat.
Repeat sits in the same Add task dialog. The choices are None, Daily, Weekly, and Monthly.
Choosing anything other than None opens an interval field, so you can say every day or every third day rather than only the obvious spacing. Choosing Weekly also shows a row of weekday buttons, Mon through Sun, so a task can land on more than one day of the week.
Underneath those controls, MatAdmin writes the schedule back to you in plain language, for example "Weekly on Mon, Wed, Fri". Read that line before you select Save task. It is the fastest way to catch a repeat you did not mean to set.
Work Your Task List
The Tasks page has two tabs. To do is the open work. Completed is the history.
The To do list sorts itself into headings so you do not have to read the whole thing. Anything past its due date sits at the top under OVERDUE, shown in red. Work for today sits under TODAY. Anything you captured without a date sits under NO DUE DATE.
Each row shows a checkbox, the task title, a chip with its category, a repeat label when the task repeats, and the due date.
Two filters sit above the list. One narrows by who the task is assigned to (All, Me, or Unassigned). The other narrows by category (All categories, or any one of the six). "Me" plus To do is a good way for a coach to see only their own work.
Check the box next to a task to complete it. It leaves To do and appears on the Completed tab, where you can see who completed it and when. If something was checked off by mistake, select Undo on that row.
Track Supplies With The Supply Shelf
The Supply shelf is a panel on the Tasks page that lists the supplies your gym keeps on hand. It answers a question the task list alone cannot: what are we about to run out of?
When you notice something getting low, select Running low at the top right of the page to flag that item as needing restock. Flagged items show a Restock Needed badge on the shelf, so whoever makes the next supply run can see the whole list at a glance.
Once the item is back on the shelf, select Mark restocked on that item to clear the badge.
See Today's Tasks On Your Dashboard
You do not have to open Tasks to know what is waiting. Your Dashboard shows a Tasks due today card, with anything past its date marked Overdue.
Select View all on that card to jump to the full list when you want the detail.
Common Issues
If a task you just created is not in the list, check the two filters above it. A category filter or an assignment filter left from earlier can hide a task that is really there.
If a task disappeared entirely, look on the Completed tab. Someone may have checked it off. Select Undo to put it back on To do.
If a repeating task is not landing on the days you expected, open the task and read the plain-language schedule line under the repeat controls. That line is what MatAdmin saved, and it is usually where a stray weekday button or interval shows up.
If an item keeps showing Restock Needed after the supplies arrived, it still needs Mark restocked. Restocking is a step someone confirms, not something MatAdmin can notice on its own.
When To Contact Support
Contact support if a recurring task does not return on its next date. Include the task title and the schedule line you saw when you saved it.
Need help? Contact support at support@matadmin.app and include your academy name plus a short description of the issue.