How to Create and Manage Activities

By the end of this article you will be able to; 

• Create activities 
• Add activities to an event template 
• Add manual activities to an event booking
• Add activities to an account contact
• Run an activity report 

HART helps you manage your day-to-day tasks by having an activities function. This can be applied to specific events, staff members, accounts and to manage your enquiries and follow-up actions for bookings.  

To Create Activities

Navigate to Configuration >Accounts and the Activities tab. By right-clicking and adding an entry, free type a code and the activity name. Tick the include on diary box if you wish this activity to show up in the HART office diary. Tick the transfer to next day box if you need the activity to roll over to the next day if the activity is not completed. 

To add activities to an event template

Once you have created all your activities, you are able to link these to event templates. This will save time when creating a new function as all your follow-up actions will automatically drop in.  

Go to Configurations > Functions and the Meeting tab on the right-hand side. Highlight the meeting type that you wish to add activities to in the top window. Then in the activity window choose your activity from the drop-down box by right-clicking and adding an entry. 

Free type the number of days, choose from the drop-down box when status and action for the activity from the drop-down box.  For the below example. 

• Chase Enquiry: will display 1 day after the function has been created if the status was tentative.  
• Chase final details: will show 30 days prior to the arrival day on a definite status.

To manually add activities to an event booking

When in an event booking navigate to the Activities tab and add your activity by right-clicking, adding an entry, and filling in the details.  

• Manager: choose the manager from the drop-down box.
• Activity: choose the activity from the drop-down box.
• Done: tick this box if the activity is completed.
• Purpose: free type the purpose
• Date: choose the date from the drop-down box
• Times: choose the time from the drop-down box
• Notes: free type any notes.

To add activities to an account contact 

Navigate to your account profile and under the details tab, select your contacts profile by using page down or page up. 

In the middlebox by right-clicking and adding an entry,  the activity window appears and you can add in your activity as above,  press save, you can then continue to add activities by right-clicking and add adding entries.

To run the Activities Report

Option one

Navigate to Report > sales > activities and run the report.

Option two

Navigate to Sales > Marketing and search for your name by using the page down or page up button on your keyboard. Click the activities button on the right-hand side and you can then see your activities under either the sales or function activities tab.