Activity Sets. How to create and apply a set of activities to your leads, opportunities and customers.
One of the most used functionality within a crm is “Add Activity”. An activity can be a phone call, a meeting reminder, an email to be sent or anything else related with Lead, Opportunity or Customer.
Using a predefined template (a set of activities) instead of individual activities you will save time and you will work efficient.
In the diagram below, we have a Lead and a Lead Opportunity. What we wants is to define a set of activities for the lead and one more set for the opportunity. Depend of the company, these activities will be different. In our example, we defined a set of four activities for the lead and a set of six activities for the opportunity. When the lead arise in the crm, those 10 activities will be applied automatically and that means no time consuming.
In the above example, we have a lead and two sets of activities.
First Activity Set will be applied to a lead.
– I called the first activity “Touch 1” and I chose due date +1 day from the date this activity set is applied.
– Next activity is a phone call, I called “Touch 2” and is due +7 days from the date this activity set is applied.
– … and so on for the rest of activities.
Second Activity Set will be applied to an opportunity.
– I called the first activity “Touch 1” and I chose due date +1 day from the date this activity set is applied.
– … and so on for the rest of activities.
Let’s go back one step: we had a lead and we applied the 4 touches. Now, during the 4 touches, the lead may very well ask for a proposal. At this point you will start an opportunity and since you just defined an Activity Set for opportunities, you can apply it.
Due Date for an activity:
Each activity has a due date. These days will be set for each activity and will start with the day you apply the Activity Set to that lead/opportunity/customer.
You will find the Activity Sets module under Global Configuration menu, see image below:
Common Questions:
1) Can I define one Activity Set per company and will be used by each employee?
Yes.
There can be a case where for each new lead or opportunity, your company has a standard practice. Furthermore, your leads are shared with more than one employee and more than one department. In this case, different employees will be assigned to the activities. As a result, one Activity Set will be applied to the lead and multiple company employees will have automatic activities added.
2) Can I define one Activity Set for each employee such as individual Activity Sets?
Yes.
In a case when each employee does the same set of activities, you want to define individual sets and you will name them different. Activities inside the set will always be the same, with the only exception that are assigned to different employees.
3) Can I delete an Activity Set?
Yes you can if that set is not yet applied to a lead.
All activities are displayed on the dashboard in My Activity widget. Also Activities will be listed under My Calendar and in your Google Calendar if you are connected with.
Grow your business with Web3Box CRM
Don’t waste time learning, use it to sell.
Start Your CRM Free Trial.