Enter a new event in calendar
It’s easy to add a new event (activity) to Calendar. Click the day and time for which you want to schedule the new event. A dialog box will appear in which you will first fill in what kind of activity you want to enter into the calendar (you will see a menu according to the scope you have set).
1) The type of activity is pre-filled from the previous step, but it can also be adjusted in this step by expanding the arrow.
2) In the Activity menu, select a specific activity (phone call, meeting, etc.)
3) Here it is possible to assign to an activity or enter a new contact, which will then be kept in the history together with others. For certain types of activities, this field does not occur.
4) By adding to the Participants field, you can invite colleagues to participate in the activity.
5) Tick the box to allow editing of invited participants in the activity, who will be able to edit the details of the activity.
6) Here you can set the repetition of the activity.
7) In the Meeting Location field, you can write a note about the location of the activity. If you enter a valid address, it will also appear on the map after clicking on the icon (8).
9) If the activity has already taken place, in this menu you select the corresponding result.
Data with a red asterisk are mandatory. Until they are filled, the activity cannot be saved.
If you know the name of the activity, then when you enter a new event, you can type the name directly in the Activity field.
It is also possible to set other values via the menu on the right:
1) Note – here you can add any information to the activity, which will also be seen by all participants.
2) Confirmation/Rejection Participants – you will see a list of invitees to the event and their responses
3) Documents – add a document to an activity or contact.
4) Confirmation and reminders to contacts – automatic SMS or e-mail
5) Contact history – Activities / tasks with the contact
6) Private note – only you will see this note.
7) Reservation of rooms and resources – here you can request the reservation of a room / resource (e.g. projector) for your activity.
8) Activity operations – edit history of the activity, you can see who, when and how edited the activity.
Enter a new event in Contacts
You can also add a new event in the Contacts module. When you click on the selected contact, a detail of the contact is displayed (1). On the Activities tab (2), under New Activity (3), a dialog box will open to add an event. The procedure for entering an event is also the same as for entering it in the Calendar module.
You can also enter events in the synchronized calendar on your mobile /tablet.
Type of activity Personal (Other)
The Personal activity type offers other activity and Private options. If you enter the Private activity, the details of these events are visible in Calendar only to you, no one else (not even your manager). If you add more Participants and check Allow invitees to edit the activity, then the invited participants will be able to edit the activity.
Activity type Working hours
This kind of activity is specific in that it is possible to define a time in the calendar with it and add other activities to this activity. The Working Hours activity is then displayed in the background. If you wish to edit the Working Hours activity, you need to right-click on it and select edit details.
Color coding of activities
After saving, all activities are entered into the Calendar and are color-coded in the calendar and subsequently in the statistics for the sake of clarity. At a glance, the user can see what activities are prevalent in the calendar, whether client, other or personal.
Specify the result of an activity
Entering the result of the activity is crucial, without it, Calendar is not able to generate full-fledged Statistics.
Signaling an Unspecified Activity Result
For activities where the user did not enter the result of the activity, the activity lacks the appropriate icon, which is defined by the result of the activity. After entering the result, the corresponding icon will always be displayed.
Specify the result of an activity
To enter an activity result, click on the activity and select the appropriate Activity Result.
Each Activity has predefined possible outcomes. So you choose the option that best corresponds to the actual result. In the event that the sales process for a given contact continues as it should, ie. In the line phone call – Meeting new client – Follow-up care meeting, it is necessary to pay attention to the correct interpretation of the following results of activities. For example, If the result of the activity is a phone call Meeting – I have a deadline , it means that you have to immediately save this specific date to the calendar to create a new activity.
If the result of the activity is, for example, a meeting – an appointment will be arranged , it means that you have not yet received a specific date from the client or potential collaborator of this next activity. If you enter this option, then a reminder will appear below the activity result, which you will set if you want to remind yourself that you should contact the client (co-worker) by a certain date and agree on a specific date of activity. The reminder automatically appears in unresolved tasks in the Tasks module and automatically disappears when you enter a specific date for the following activity into the system. So you do not have to actually work with the task in any way, it will arise and disappear after the date is agreed.
If you need to change the date of the reminder, then we recommend that you enter the result (e.g. Fulfilled) on the already created reminder (activity) and create a new activity (e.g. Contact the client).