Activities

Activities are trackable tasks designed to aid employees in achieving a specific number of actionable activities during a specified time frame.

• Sales personnel might rely on activities to ensure they make a certain number of sales calls.
• Sales Managers can set targets for each sales staff member in the number of phone calls made, proposals written, meetings scheduled, etc.
• Management could use activities to track a specific number of continuing education units per year needed to maintain a technician’s license.
  

In the Activities tab, you can view a list of activities related to this customer.

Activities List

For each activity, you can see:

• Activity name
• Type – activity types are customizable and are defined in Settings > Pop Up Lists > Activity Types
• When: Activity date and time
• Agenda: each activity can have a plan or topics to discuss

Activities that have been completed are also marked Complete along the left edge of the activity information.

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Activity Details

Click an activity in the list to view or edit the activity details (if you have the appropriate user permissions; activities have both view and edit permissions) in the Activity Details window that opens:

1. Activity Type: Select the type of activity from a list defined in the settings
2. Purpose: A text field where you can describe activity details
3. Resource: select one or more iPoint users responsible for the activity
4. Customer: Pick a related contact from the CRM list
5. Start/End: View/edit the scheduled date and time for the start and end of this activity
6. Status: This list uses the work order statuses
7. Agenda: Another text field where you can document additional details
8. Result: A text field where you can write the activity’s results
9. Location: Store the address details here
10. Notifications: create notices to specific users about this activity
    1. User: Who will be sent a reminder/notification about this activity
    2. Method: How will the user be notified?
    3. Time: When the notification will be sent
    4. Min/Hour: View/edit Minutes or Hours from the dropdown list
11. Permissions:
    1. View: Who can view this activity record
    2. Edit: Who can edit this activity
12. Schedule Follow-Up: View/edit the follow-up scheduled for this activity.
    1. Choose one of three buttons in the popup that opens, Tomorrow, Next Week, and Custom Date
    2. If you choose Custom Date, input a Date/Time start and end
13. To save the record after editing, choose either:
    1. Complete & Log This Activity: Click the Complete & Log This Activity button if the activity is finished and you would like it added to the client record as Complete
    2. Save and Close: Click the Save and Close button if the activity is scheduled for a future date and thus not yet completed
14. Delete the activity: Click the gears icon in the top-right corner of the window and click the Delete Activity button
15. Additional actions: Click the icons at the bottom of the Activity Details window to perform additional actions (iPoint will save the new activity record before completing the action):
    

: Click the location icon to open the activity’s location in a map application

: Click the person icon to return to the contact details for this customer

: Click the calendar icon to open the scheduled activity in the iPoint Calendar

New Activitities

To create a new activity, click the New Activity button. In the Activity Details window that opens, you can record a completed or scheduled activity for the current customer:

1. Activity Type: Choose a type for this activity, such as Call, Email, Meeting, Virtual Meeting
   Add a new activity
2. Purpose: Input a purpose for this activity
3. Resource: Designate a user who will perform the activity
4. Start/End: Schedule a date and time for the start and end of this activity
5. Status: Choose a status from the dropdown list
6. Agenda: Input a plan for the activity
7. Result: Type in the result from this activity after it has concluded
8. Location: Input a location for this activity, if desired
9. Notifications:
   1. User: Choose a user from the dropdown list who will be sent a reminder/notification about this activity
   2. Method: Choose the notification method from the dropdown list (for example, Email, Text, Slack)
   3. Time: Choose the increment of time before the activity iPoint should notify the user
   4. Min/Hour: Choose Minutes or Hours from the dropdown list
10. Permissions:
    1. View: Add users who can view this activity record
    2. Edit: Add users who can edit this activity
11. Schedule Follow-Up: Schedule a follow-up for this activity.
    1. Choose one of three buttons in the popup that opens, Tomorrow, Next Week, and Custom Date
    2. If you choose Custom Date, input a Date/Time start and end.
12. To save the record, choose either:
    1. Complete & Log This Activity: Click the Complete & Log This Activity button if the activity is finished and you would like it added to the client record as Complete
    2. Save and Close: Click the Save and Close button if the activity is scheduled for a future date and thus not yet completed
13. Delete the activity: Click the gears icon in the top-right corner of the window and click the Delete Activity button
14. Additional actions: Click the icons at the bottom of the Activity Details window to perform additional actions (iPoint will save the new activity record before completing the action):
    

: Click the location icon to open the activity’s scheduled location in a map application

: Click the person icon to return to the contact details for this customer

: Click the calendar icon to open the scheduled activity in the iPoint Calendar

*Quick-add a new activity by clicking the “+” sign next to Activities in the Sections list.

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