How to
Keep on top of function tasks
The dated tasks Sports Club OS makes as each function moves along, the Function tasks page that lists everything due, and adding tasks of your own.
Who this is for: Anyone with “See functions and enquiries” or “Run functions” (by default: Administrator, Bar Manager, Functions, Reporting, Treasurer).
Each function has a list of dated tasks. Sports Club OS makes them as the function moves along, and ticks some itself when they are done. Function tasks lists everything due across every open function, so nothing is forgotten.
Before you start
You need to be able to see functions to read the tasks, and to run functions to tick them or add your own. The Functions role and the Administrator can do both by default.
The tasks it makes
| When | Task | Ticked by itself when |
|---|---|---|
| An enquiry arrives | Reply to the enquiry | The quote is sent |
| The quote is sent | Chase the quote: no answer yet, three days later | The hirer accepts |
| The hirer accepts | Deposit due, on its due date | The deposit is marked paid |
| The deposit is paid | Confirm the caterer, 21 days before (when the club arranges catering) | |
| Roster the staff, 14 days before | Staff are rostered for it | |
| Ask for final numbers, 10 days before | Final numbers are given | |
| Final numbers due, on the cut-off | Final numbers are given | |
| Balance due, on its due date | Every invoice is paid | |
| Send the function sheet to the bar and the caterer, 2 days before | ||
| Close out, the day after | It is closed out | |
| Thank the hirer, 2 days after |
The dates follow the function's date and the club's rules for final numbers and the balance.
Function tasks
Open . "Everything due across every open function. Tick one here and it is ticked on the function." Tasks are grouped as Overdue, This week and Later, each with how many, and each task names its function, with a link to it, and when it is due (Today, Tomorrow, Yesterday, 11 days overdue or a date).
Tick a task to mark it done.
On a function
The function's Tasks tab lists its tasks by date, with how many are left on the tab. Done ones say Done and the date; you can untick one.
To add your own, type it under Add a task of your own, choose its date, and press Add.
What happens to tasks
- When a function is lost or cancelled, the tasks still to do are dropped.
- When it is closed out, the tasks left are Thank the hirer and your own.
Last checked in release 2026.10.23, on 23 October 2026.