Understanding Activities

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Activities are the interactions between the members of your firm and your prospects and clients and include logging a call, sending an email, or creating an event. They are accessed on the app page side panel under the Activities button on an individual, household, or organization. These activities are nested within the individual, household, or organization to clearly view how often your firm has been in contact with a client or prospect while keeping the information organized. 

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Logging calls

To log a call you had with a client or prospect, navigate to the Activities button on the record navigation side panel and select the Log a Call tab.

Screen_Shot_2020-07-07_at_4.56.37_PM.pngFrom this page, you will have several fields available to log the specific information from the call:

  1. In this field, the Subject of the call is entered; this is typically something concise but descriptive, such as "Financial planning touchpoint call."
  2. The Name field is where the call is logged to the specific contact of the household or organization. For an individual record, this will default to the individual's name. Additional names can be added in this space, such as a team member from your firm.
  3. Comments are where the notes from the call are entered. This is where you can note any topics discussed or important information gained from speaking to your prospect or client.
  4. Related To is where you will attach it to the individual, household, or organization of the call's contact. This field will auto-generate with the client or prospect that you are logging the call in. 

Sending an email

Not all of your interactions with clients or prospects will happen over the phone, and sometimes it is easier to send them an email. On the Activities page, a tab labeled Send an Email where information to be sent to a client can be entered, and the email eventually sent. 

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These fields are available when composing an email under the Activities page:

  1. Sender and Recipient information is input in this space. Email addresses are pulled from the record that you are generating the email from, with the option to add more emails as a primary recipient, CC, or BCC.
  2. The text formatting button can modify the font, text size and add further formatting through bolding, italicizing, or underlining. These buttons also have options for bulleted and numbered lists and the functionality to attach an image or hyperlink.
  3. Quick Text, or designated phrases that you often use and have designated to be Quick Text, can be added to the email body through this button saving your firm time from not inputting commonly used phrases or formatting. 
  4. The email body is entered in this space. This is where you will enter the message you would like to send to the recipient. 
  5. These action buttons are where files are attached, and templates are inserted. There are also buttons to preview an email, delete an email, or move the email to a pop-out menu in the lower right-hand corner for navigating away from the email page while still composing.
  6. Related to is where you will attach it to the individual, household, or organization of the contact of the email, which will log the email onto this record as an activity. 

Creating an event

To create an event, navigate to the Create an Event tab under the Activities button on the record navigation sidebar.  

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The following fields will be available for logging information about the event and creating the event itself:

  1. The subject is entered in this field. As mentioned previously, this should be something concise but descriptive enough for your firm to identify the nature of the event.
  2.  Set the event's date and time in these fields. Clicking in either the Start or End date fields will open a small calendar for you to select the date. Select the All-Day Event checkbox to remove the time selection and designate that the event will be lasting an entire day or several full days.
  3. The name field is where the event is logged to the specific contact of the household or organization. For an individual record this will default to the individual's name. Additional names can be added in this space, such a team member from your firm.
  4. Related to is the household, individual, or organization that the event is related to. This will default to fill in the name of the record that you are currently viewing.
  5. Assigned to is where a team member of your firm is assigned to the event, keeping this event on their radar.
  6. Designate the location of the event to keep track of where this specific event occurred. 

 

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