Activities: calls, meetings, tasks and what comes next

An activity is something you do with a customer or for yourself: a Call, a Meeting, a Task, an Email or a Deadline. Activities keep the next step of every contact, lead and deal in view, and they fill your dashboard and calendar.

Open Activities. The page has three tabs: List, Calendar and Report: The activities calendar, The activity report.

Plan an activity

Click New activity on the activities page, Create → Activity on the dashboard, or Activity on a contact, company, lead or deal — then it is linked to that record already.

1. Pick the type: Call, Meeting, Task, Email, Deadline or one your workspace added.
2. Subject — what it is about.
3. When — Today, Tomorrow, In 3 days, Next Monday, or a Date and Time. Without a time it is a to-do for that day.
4. Duration — for activities with a time. Each type has a default length.
5. Assigned to — you, or a colleague.
6. Reminder — for activities with a time: No reminder, At the start, 5 minutes before, 15 minutes before, 30 minutes before, 1 hour before or 1 day before.
7. Linked to — the contact, company, lead or deal. Optional: without a record it is a personal to-do.
8. + Participants, location, video link — the people invited, Location and Video link (Google Meet, Zoom, Teams).
9. Notes — anything to remember.
10. Click Schedule.

Log something that already happened

Tick Log as done — it already happened, choose the Outcome if the type has outcomes, write Notes / what happened and click Log activity.

Mark an activity done

Click the circle next to an activity. A Call or a Meeting first asks how it went — for a call Connected, No answer, Left voicemail, Busy or Wrong number; for a meeting Held, No-show, Rescheduled or Cancelled — with a Note (optional). Click Done; Skip is there when the outcome is optional.

When a contact, lead or deal is left with nothing planned, CRM asks Schedule the next activity? — pick the type and Tomorrow, In 3 days or Next Monday at 10:00, choose More options…, or Skip.

Click the circle of a done activity to reopen it.

Reminders

A reminder arrives under the bell in CRM and by e-mail, at the time you chose. Turn the e-mails off in My settings → Notifications → Activity reminders. A reminder more than two hours late — for example after the workspace was read-only — is dropped, not sent.

Invitations

When an activity has a date and participants with an e-mail, CRM sends them an invitation with an .ics file they can add to their calendar — without a time, as an all-day event. It also sends the update when you change the time, place or subject, and the cancellation when you cancel or delete it.

• If your own mailbox is connected in CRM with sending, the invitation goes from it.
• Otherwise it goes from Monfri's address with your name, and replies come to you.

A read-only workspace sends no invitations.

My activities

The list shows your open activities by day: Overdue, Today, Tomorrow, This week, Next week, All open and Done, each with its count.

• The type buttons show one or more types.
• All records, Contacts, Companies, Leads, Deals, Personal to-dos or Project tasks narrows by what the activity is linked to.
• Search subject… searches the subjects.
• A manager also chooses whose activities: Me, Everyone or a colleague.

Tick activities for the bar at the bottom: Done, Reschedule (Next day, A week later, Pick a date…), Reassign and Delete.

If something doesn't work

No reminder arrived

Check the bell in CRM, then the spam folder, and that Activity reminders is on in My settings → Notifications. Reminders more than two hours late are not sent.

The participants did not get an invitation

Invitations go only for activities with a date, to participants with an e-mail, and not from a read-only workspace. Check the participant's e-mail address and their spam folder.

Choose how the call went.

Calls and meetings ask how they went before they are marked done — the message names the type. Pick an outcome.