Contact Activities

The Activities feature helps you track all interactions with your contacts, building a complete relationship history over time.

What Are Activities?

Activities are logged interactions with contacts:

• Phone calls
• Emails
• Meetings
• Notes
• Follow-up reminders

Activities create a timeline of your relationship with each contact.

Logging Activities

Access Activity Log

1. Open contact from Saved list
2. Scroll to Activities section
3. View existing activities or add new

Add New Activity

1. Click "Log Activity" button
2. Select activity type
3. Enter details
4. Set date/time
5. Click Save

Activity Types

Activity Details

Required Fields

• Type: Activity category
• Date: When it occurred
• Description: What happened

Optional Fields

• Duration: Length of call/meeting
• Outcome: Result (positive, negative, neutral)
• Follow-up date: When to follow up
• Related permit: Link to specific permit

Best Practices for Descriptions

Good descriptions:

• "Discussed project timeline, owner prefers spring start"
• "Left voicemail re: upcoming inspection"
• "Sent pricing proposal, awaiting response"

Poor descriptions:

• "Called"
• "Met"
• "Sent email"

Include context that will be useful later.

Viewing Activity History

Timeline View

Activities display chronologically:

• Most recent first
• Grouped by date
• Shows activity type icon
• Preview of description

Filtering Activities

Filter by:

• Activity type
• Date range
• Team member
• Outcome

Searching

Search activity descriptions to find specific interactions.

Activity Use Cases

Sales Follow-up

Track prospect engagement:

Day 1: [Email] Sent introduction
Day 3: [Call] Follow-up call, interested in quote
Day 4: [Email] Sent proposal
Day 10: [Call] Closed deal

Client Communication

Document client interactions:

[Call] Client asked about permit status
[Note] Checked status, permit in review
[Email] Sent status update to client

Contractor Coordination

Track contractor relationships:

[Meeting] Site walkthrough with contractor
[Note] Discussed scope changes
[Email] Sent revised timeline

Team Collaboration

Shared Visibility

Activities are visible to all team members:

• See who logged each activity
• Review team's interactions
• Avoid duplicate outreach

Handoff Support

When passing contacts between team members:

• Review activity history
• Understand relationship status
• Continue conversation naturally

Activity Attribution

Each activity shows:

• Who logged it
• When it was logged
• When it occurred

Follow-up Management

Setting Follow-ups

When logging an activity:

1. Check "Set follow-up"
2. Choose follow-up date
3. Add follow-up notes

Viewing Follow-ups

• Appear in your task list
• Reminder on due date
• Link back to contact

Completing Follow-ups

1. Take the follow-up action
2. Log new activity
3. Mark follow-up complete

Reporting on Activities

Activity Metrics

Track your team's engagement:

• Activities per contact
• Response rates
• Time to follow-up
• Conversion rates

Export Activities

Export activity data for:

• Performance reviews
• Client reports
• CRM sync

Integration with Permits

Linking to Permits

When logging activity, link to relevant permit:

1. Click "Link Permit"
2. Select permit from contact's list
3. Activity appears on permit too

Cross-Reference

Linked activities appear on:

• Contact activity timeline
• Permit activity timeline
• Providing full context

Activity Best Practices

Log Promptly

Record activities immediately:

• Details are fresh
• Nothing forgotten
• Accurate timestamps

Be Detailed

Include actionable information:

• Key discussion points
• Decisions made
• Next steps agreed
• Concerns raised

Review Regularly

Before contacting someone:

1. Open their contact
2. Review recent activities
3. Note last interaction
4. Check for follow-ups

Clean Up

Periodically review activities:

• Archive old contacts
• Complete stale follow-ups
• Merge duplicate records

Troubleshooting

Related Documentation

• Contact Directory Overview
• Managing Contacts
• Permit Details Page