Membership Relationship Management (MRM) is a powerful tool within Teamo that helps club administrators track tasks, record notes, log incident reports, and manage enquiries — all from one central place. Whether you need to assign committee actions, record a safeguarding incident, or follow up on a member enquiry, MRM keeps everything organised with clear ownership, priorities, and deadlines.
MRM is built around four types of record:
- Task — An actionable item that needs to be completed. Assign it to someone, set a priority and deadline, and track it through to resolution.
- Incident Report — A formal record of a safeguarding concern, injury, or disciplinary matter. For under-18 members, guardians and your club's safeguarding officer are automatically linked.
- Enquiry — A question or request that needs a response — ideal for website or membership enquiries.
- Note — An informational record added to a member's activity history. Notes are read-only and do not require assignees or resolution.
MRM can be accessed from both the desktop and the Teamo mobile app.
- On Desktop: Click the Tasks icon in the left-hand navigation panel, or use the Quick Links section on your dashboard.
- On the App: Tap the Tasks tab in the bottom navigation bar. If you have unresolved tasks, a badge count will appear on the icon.
You can also create a task directly from a chat conversation by tapping the Create Task button within the chat.
To create a new task:
- Open the Tasks section.
- Tap the + (plus) button.
- Fill in the following fields:
Title — A short summary of what needs to be done (required).
Description — Further detail about the task (required).
Type — Choose from Task, Incident, Enquiry, or Note.
Priority — Select Low, Medium, or High. Medium is the default.
Due Date — Optionally set a deadline using the calendar picker. The due date appears as a blue pill on the task card, turning red when overdue.
Subject — Optionally link the task to a specific member ("Who is this about?").
Assignee(s) — Choose who is responsible (required for all types except Notes).
4. Tap Save to create the task.
Primary Assignee — The person responsible for completing or resolving the task.
Secondary Assignees — Additional people who need to be kept informed. Each assignee can have their own priority level (Low, Medium, or High) and an optional acknowledgement requirement.
The Sensitive Flag
Club administrators can mark a task as Sensitive. When enabled, only club admins can view the task — it will not be visible to team managers or other members. This is particularly useful for safeguarding or disciplinary matters.
When you create an Incident Report for an under-18 member, Teamo automatically takes two important steps:
- Guardians are auto-attached — All registered guardians of the young person are added as secondary assignees with high priority and mandatory acknowledgement. A confirmation banner lists the attached guardians and notes that they will be notified.
- Safeguarding Officer is auto-assigned — If your club has a designated safeguarding officer (set up in Club Roles), they are automatically assigned to the incident report. If no safeguarding officer is configured, a warning message will prompt you to assign one manually.
These automatic safeguards ensure that the right people are informed immediately when an incident involving a young person is recorded.
The task list provides several ways to find what you need:
Segments:
Due — The default view, showing tasks that need attention: no deadline set, overdue, or due within 24 hours.
Active — All open tasks are currently in progress.
Resolved — Completed tasks.
Reminders — Tasks with reminder dates set, shown with a count badge.
Filters:
Type filter — Show only Tasks, Incidents, Enquiries, or Notes.
Assignee filter — Filter by a specific person. Their avatar appears in the filter pill.
Sorting:
Newest first — Most recently created at the top.
Oldest first — Earliest created at the top.
Priority — Highest priority tasks shown first.
Your selected segment, type filter, assignee filter, and sort order are remembered across sessions — you will see the same view when you return.
Tapping a task opens the detail view where you can:
View full details — Title, description, type, priority, due date, subject, and all assignees.
Add comments — Post updates or notes on the task for all assignees to see.
Acknowledge — If acknowledgement is required, confirm that you have seen and understood the task.
Change status — Mark a task as Open (active) or Resolved (complete).
Edit — Update the title, description, type, priority, due date, or add new secondary assignees.
Set a reminder — Schedule a reminder so the task resurfaces at a specific date and time.
Every task, note, incident report, and enquiry linked to a member appears on their Activity Timeline in the contact detail page. This gives administrators a complete history of interactions and actions related to each member, including:
- Tasks created and resolved
- Notes added
- Incident reports filed
- Enquiries raised
- Team joins and leaves
- Emails sent
- Waiting room events
- Guardian link changes
The timeline shows who created each entry and when, providing a full audit trail.
Action | Who Can Do It
Create a task | Any club administrator
View tasks | All club administrators can see all tasks for the club. Assignees can see tasks assigned to them. Tasks marked as Sensitive are visible only to club administrators.
Edit a task | The task creator and club administrators
Resolve a task | Club administrators and team managers
Acknowledge a task | The person assigned who has been asked to acknowledge
Delete a task | Club administrators
Clubs already using MRM have found several practical applications:
"I could use this to note down all the committee actions — so everyone has a task for their action, and we can record the resolution."
"We could use this to record discipline or safeguarding incidents and investigations."
"Maybe website enquiries could come in as tasks rather than emails?"
These are exactly the kinds of workflows MRM is designed for. The Sensitive flag ensures that disciplinary and safeguarding records remain visible only to club administrators, and the Incident Report type provides the formal structure needed for welfare matters.
Tap the Tasks icon in the navigation bar on desktop or mobile. You can also create a task directly from a chat conversation
You can create four types: Task (actionable item), Incident Report (safeguarding, injury, or disciplinary record), Enquiry (question needing a response), and Note (informational record attached to a member's history).
Teamo automatically attaches the child's registered guardians as secondary assignees with mandatory acknowledgement and assigns the club's safeguarding officer. Both are notified immediately.
Yes. Marking a task as Sensitive limits visibility to club administrators only. Team managers and other members will not see sensitive tasks.
Yes. All club administrators can view every task created within the club, unless it has been restricted. Individual assignees can see tasks specifically assigned to them.
Due dates are optional. When set, the deadline appears as a blue pill on the task card. It turns red when the task is overdue. The Due segment on the task list highlights tasks that are overdue, due within 24 hours, or have no deadline set.
Yes. The task detail view includes a comments section where assignees and administrators can post updates, ask questions, or record progress.
The primary assignee is the person responsible for completing the task. Secondary assignees are additional people who need to stay informed. Each assignee can have their own priority level and acknowledgement requirement.
All tasks, notes, and incident reports linked to a member appear in the Activity Timeline on their contact detail page, providing a complete audit trail.
Absolutely. Create a task for each action point, assign it to the responsible committee member, set a due date, and track resolution. Everyone can see their own tasks and the overall progress.
