Track Activities and Follow-Ups

Activities are your actions related to a record. Many actions you perform in PCRecruiter will automatically record an activity (click here for a list of system generated activities).  However, you can use Activities to manually record actions such as leaving a voicemail or making a call.

Administrators: click here to learn how to setup activity types

Viewing Existing Activities

  1. Go to the record you wish to view activities for
  2. Choose Activities from the Navigation toolbar on the left
  3. Here you can see the following:
    1. Select: Allows you to choose multiple activities to delete (deleting is done via the trash can icon in the action menu on the right)
    2. Save: If you need to edit any part of the activity (Date, Username, Text, etc.) you will select the corresponding Save icon to save your changes.
    3. Date/Time: Shows the Date/Time that the activity took place, this may also show a future date indicating a followup that has been scheduled.
    4. Activity Type: This indicates the type of action that has been completed, examples of these include Cold Call, Left Voicemail, etc.
    5. Activity Result: Shows a result of the Activity Type, for instance Connected, Attempt, Missed Call, etc.
    6. Username: The username that has completed the action or the user whose name is selected when creating a new activity.
    7. Activity Text: This is a box that will contain any notes pertaining to your activity, this box will include your email body where appropriate.

Viewing User Schedules

From the Add Activity screen you can now access a quick view to other users schedules.

  1. Click View Schedule in the top right corner of the Add Activity screen
  2. Use the dropdown in the top left corner to toggle between usernames.
    1. If you do not see a username in this dropdown the missing user must do the following while logged in as their username: Go to Schedule on the main toolbar, choose Manage Calendars from the action toolbar on the right, check the “Share Calendar” option, close the window (DO NOT select Add, just close the window).
    2. Once the above steps are completed, you will see the additional username upon reloading the Add Activity screen.

Schedule an Initial Call

  1. Go to the record you wish to schedule an activity for.
  2. Click the Add Activity action icon
    1. You can also go to the Activities navigation icon to view all activities, then select Add from the action menu.
  3. Select the Date and Time box and use the calendar picker to select the time you would like to schedule for.
  4. Check the option for Schedule
  5. Use the dropdown directly next to the date and time to choose the duration of the activity (appointment)
  6. Choose the appropriate color for your activity (Or click here to learn how to set them up)
  7. Use the alarm option to set a reminder alarm if desired.
  8. Choose the appropriate activity type
    1. If the selected Activity Type has Result Code options an additional dropdown will appear to select your result code.
  9. Adjust the username if the Activity should be written by a different username than you are currently logged in as.
    1. Note: Modifying the username will add the scheduled appointment to the selected users’ schedule rather than the user who is creating the activity
  10. Enter any notes into the Activity Text box (What appears in this box automatically? Click here to learn how to change your defaults).
  11. Click Save to create your activity and add it to the schedule.

Adding an Activity

  1. Go to the record you wish to add an activity for.
  2. Click the Add Activity action icon
    1. You can also go to the Activities navigation icon to view all activities, then select Add from the action menu.
  3. To modify when the action occurred, click in the Date and Time field, a window will appear allowing you to select the correct date and time (note: this will automatically default to the current date and time)
    1. You will notice there is a username dropdown on this popup; it is important to note changing the name in the dropdown is strictly changing whose schedule you are viewing, it does not change the username on the activity.
  4. Enter any notes from the activity into the Activity Text box (What appears in this box? Click here to learn how to change your defaults).
  5. Select the Activity Type using the dropdown box
    1. If the selected Activity Type has Result Code options an additional dropdown will appear to select your result code.
  6. Adjust the username if the Activity should be written by a different username than you are currently logged in as.
  7. Click Save to create your activity

Add an Activity With a Follow-up

  1. Go to the record you wish to add an activity for.
  2. Click the Add Activity action icon
    1. You can also go to the Activities navigation icon to view all activities, then select Add from the action menu.
  3. Enter any notes from the activity into the Activity Text box.
  4. Select the Activity Type using the dropdown box
    1. If the selected Activity Type has Result Code options an additional dropdown will appear to select your result code.
  5. Adjust the username if the Activity should be written by a different username than you are currently logged in as.
  6. In the Schedule Follow-up tab enter your Follow-Up Date/Time into the appropriate box, again here you will see a dropdown to select a username, this is again just controlling whose schedule has appeared in the quick view for easy referencing.
  7. Use the box directly to the right to choose the duration of your followup.
  8. Use the color picker to color code your scheduled item (Yikes, you don’t know how to setup your color coding? Click here to learn how!)
  9. Select the Alarm icon to choose your desired alarm option (this will trigger a standard PCR popup alarm)
  10. In the Select Users box, use the add button to choose additional users for this followup (the person creating the activity will automatically be selected). Whoever is selected in this box will receive a scheduled item on their calendar.
  11. In previous versions of PCRecruiter the scheduled follow-up did not appear as it’s own activity, however; you can now select the checkbox for “Create Follow-Up as separate activity” (Visit the defaults gear icon to set what activity type is being written when this checkbox is selected).
  12. Check the Alarm box under Schedule Follow-up to be presented with your alarm options
  13. Select Save to create your activity and your follow-up

Track Your Daily Activities on Your Schedule

Using this option you can quickly access your schedule and view all activity which has taken place during the day (This is a great tracking tool!)

  1. Create an activity following the directions discussed above
  2. Check the option for Schedule (This can be checked by default as well).
  3. Click Save to create your activity and place it onto your calendar

Copy to Company

This option is great to use when communicating with multiple contacts within a company. Anytime you wish to see the activities you can access the company and see all activity despite the name it was written under.

  1. Go to the record and create an activity as discussed above.
  2. Check the option to Copy To Company (This can be checked by default as well)
  3. Click Save to create your activity.

Share Activity

Use the Share Activity area to copy an activity to another name record and send that person an email (email is only available when adding a name activity). Prior to saving an activity:

  1. Click the popup icon next to the “Share Activity” box
  2. Search for the Name Record you would like to share this activity with
  3. Choose Copy to write this activity to both the record it originated from as well as the selected record(s)
  4. Choose Email to send an email to the name record(s) you have selected
  5. Click save to trigger the email and create the duplicate activity.