Activities

The Activities feature empowers you to define and manage your tasks, meetings, deadlines, and more, giving you a structured way to track the necessary steps towards closing a deal. It offers flexibility by allowing you to associate activities with multiple types of records, such as companies, contacts, and deals, providing a comprehensive overview and enhancing your organizational capabilities.

Create an Activity

You can easily create activities in Concord CRM from various locations, including the dashboard and record profiles. The ability to create activities is context-aware, so wherever you are within the system, you're just a few clicks away from adding a new activity.

  • When logged-in in Concord CRM, click the Activities menu.

  • Click the Create Activity button.

  • A form will appear. Complete it with the following information:

    1. Title:

      • Provide a title for easy identification of the activity.
    2. Activity Type:

      • Choose a type that best represents the required action.
    3. Due Date and Duration:

      • Set a due date and, if needed, a duration for the activity.
    4. Reminder:

      • Configure a reminder to notify before the due date.
    5. Guests:

      • Add guests (e.g., for meetings) by clicking the + icon.
      • Initially, you can select staff members. Use the search field to add contacts.
    6. Description:

      • Expand the description field with the + icon. This is visible to all guests and included in the .ics file in invitation emails.
    7. Owner:

      • Assign an owner for the activity management.
    8. Note:

      • Add private notes, visible only to sales representatives.
    9. Companies:

      • Link the activity to relevant companies by typing to search.
    10. Contacts:

      • Associate it with specific contacts.
    11. Deals:

      • Connect the activity with relevant deals.
  • Click Create.

When an activity is created and the assigned user is different from the creator, Concord CRM automatically sends a notification to the assigned user. This uses the User Assigned To Activity mail template.

Create Via Contact, Company, Deal

  • Enter a record profile for example, by clicking on the name of the record from the index (table) page.
  • Click on the Activities tab.
  • Click Add Activity.
  • If it's needed, use the Associated with X record(s) to associate the activity with additional records.

When Logging Call, Creating Note, Sending An Email

You can create a activity as follow up task, this features gives you ability to automatically create and associate the activity to the record profile that for example, you are creating logging a call.

Update an Activity

  • When logged-in in Concord CRM, click Activities menu item.
  • From the table, click the activity title.
  • The form will be shown, update any fields that is needed.
  • Click Save.

Update Via Contact, Company, Deal

  • Enter a record profile for example, by clicking on the name of the record from the index (table) page.
  • Click on the Activities tab.
  • Scroll to bottom to find the activity you want to update.
  • Click the ellipsis icon and then click Edit.
  • Update any fields that is needed.
  • Click Save.

Bulk Update Activities

The Bulk Edit feature in Concord CRM allows you to edit multiple activities at once, making data management efficient and time-saving.

This feature is especially useful when needing to update common data points across multiple activities.

This guide will walk you through the steps to utilize this feature.

  1. Navigate to the Table View:
    • Begin by navigating to the table/index view where your activities are displayed.
  2. Select Activities:
    • On the left side of the table, you will find checkboxes next to each activity.
    • Select the checkboxes for the activities you wish to edit. Once you select at least one activity, the action selector will appear.
  3. Initiate Bulk Edit:
    • Click on the action selector and choose the 'Bulk Edit' action. This will open a modal.
  4. Choose Editing Preferences:
    • In the modal, you will see a list of fields. These fields are a mix of default CRM fields and any additional fields you or other users have configured.
    • For each field, you have two options:
      • Keep existing value: When selected, the existing values of this field will remain unchanged for all selected activities.
      • Replace existing value with...: If selected, you can enter a new value which will replace the existing value of this field for all selected activities.
  5. Apply Changes:
    • Once you have configured all necessary fields, click on the 'Confirm' button to save your changes.
    • The selected activities will now be updated as per your configurations.

Delete an Activity

In Concord CRM, activities can be deleted using several methods:

Via Table Bulk Actions

  1. Navigate to the activities table and use the checkboxes on the left to select the activities you wish to delete.
  2. Choose the "Delete" option from the table actions dropdown.

Via Table Inline Actions

  1. In the activities table, click the "Trash" icon for each activity you want to remove, located in the right-side actions column.

When Viewing a Related Record

  1. Go to a related record (e.g., a contact), click the Activities tab.
  2. Find the activity you want to delete, click the ellipsis icon (three dots) at the top right of the activity, and select Delete.

Completing an Activity

Concord CRM provides multiple ways to mark an activity as complete, streamlining task management and improving productivity.

Via Edit Modal

  1. Navigate to the specific activity edit view.
  2. Click the top left checkbox before the modal title to complete an activity.

Via Table Bulk Actions

  1. In the activities index view, use checkboxes to select multiple activities.
  2. Choose the "Mark as Completed" action from the bulk actions dropdown.

Via Table Single Actions

  1. Locate the activity you wish to complete in the table view.
  2. Click the "Complete" checkbox, located in the actions column for that activity.

Once an activity is marked as complete, any upcoming reminders with this activity are automatically cancelled.

To maintain a focused view of pending tasks, in the index view of activities, use the "Open Activities" filter, This will hide the activities marked as complete, allowing you to concentrate on open activities.

Activity Reminders

  • Reminders in Concord CRM ensure that the owner/assigned person of an activity gets notified before its due date.
  • This feature is particularly useful for meetings or tasks with a deadline.

How to Configure Reminders

  • When setting up an activity, choose when you want the reminder to be sent, like 1 hour before the due date.
  • For activities without a specific due time, the reminder is based on midnight of the due date.
    • For example, for an activity due on 2021-12-16, a 30-minute reminder is sent at 2021-12-15 23:30.

Reminders are only sent if the activity is not yet marked as complete and if the cron job is set up correctly.

Notification Types

  • Concord CRM sends both an email and a bell notification to alert the owner about the approaching activity deadline.

Customizing Reminder Emails

  • To change the email notification, go to Settings -> Mail Templates.
  • Edit the Activity Reminder template to suit your needs.

Using Associations with Activities

  • In Concord CRM, you can link an activity to several resources.
  • For example, you can associate one activity with both a contact and a deal.
  • This means the activity shows up in the profiles of both the contact and the deal.

Why Use Associations?

  • Associations help you organize your sales process better.
  • They give you a clear view of what activities are connected to which records.

Use Case

Imagine you have a deal and there's a contact related to this deal. You need to create an activity that's important for both the deal and the contact. For instance, a reminder to call the contact about something related to the deal.

  • By associating the activity with both the contact and the deal, it will appear in both profiles.
  • This way, whenever you check either the deal or the contact's profile, you'll see the activity and know what you need to do next.

  • By default Concord CRM will show maximum the first 3 associated deals, contacts or companies,
  • You are not limited to associate the activity to the given records only, you can use the search input to perform search and associate activity to many unrelated records from the activity.

Two-Way Calendar Synchronization

Sync with Popular Calendars

  • Concord CRM offers two-way synchronization with Google Calendar and Outlook Calendar.
  • This means you can connect Concord CRM activities with your preferred calendar provider.

How It Works

  • From Concord CRM to Calendar: Activities created in Concord CRM appear as events in your calendar.
  • From Calendar to Concord CRM: Events from your integrated calendar show up as activities in Concord CRM.
  • Updates Synced: Any changes or updates are synchronized between both platforms.

Benefits

  1. Never Miss an Appointment: Keeps your schedule aligned, reducing the risk of missing important meetings or events.
  2. Enhanced Productivity: Streamlines task management by centralizing your activities and events in one place.
  3. Effortless Coordination: Simplifies team collaboration by providing a unified view of shared activities and events.
  4. Time-Saving: Eliminates the need to manually update multiple calendars, freeing up time for more critical tasks.
  5. Consistency and Accuracy: Ensures that the information in your CRM and calendar is always up-to-date and accurate.

For details on setting up calendar synchronization, click here.