Calendar

Posted on by Kim Hvidkjaer

A typical day of a sales person includes managing, tracking and following up activities that are scheduled to be done on present day. You can do all that with one single Calendar application in simply CRM.

What do I see in Calendar Module?

You can see a list of activities that are scheduled by you, and shared with you.

  1. Events
  2. To Dos
  3. Opportunities (Expected close date)
  4. Support End Date (Contact’s support end date)
  5. Date of Birth (Contact’s date of birth)
  6. Invoice (Invoice due date)

What are default views in Calendar Module?

You can see activities in three different views.

  1. Month (Activities scheduled on current month)
  2. Week (Activities scheduled on current week)
  3. Day (Activities scheduled on current day)

How do I create new Activities?

In addition to the auto-populated activities, you can also create new activities in simply CRM

  1. Click Calendar tab
  2. Click Add Event / Task button
  3. Select Event or Task and fill the details
  4. Click Save

Note!

  1. To create activities instantly, click on desired Calendar date, fill up details in pop up and click Save
  2. You can also create events and to dos by clicking on Activities in detail view of [Module] record. Eg. Contacts

Working with Calendar module

It’s easy to schedule, invite, share, and Organize your events with the help of Calendar module in simply CRM.

Hi, I am Shareef. I am a sales rep in ABC company. I undertake web conferencing with our customers on 1st day of every month.

To schedule an event, I will

  1. Click on Calendar tab
  2. Click Add Event / Task button on top right
  3. Enter Subject, Start Date and Time, End Date and Time, Status and other details.

Calendar11.png

Reminder

I deal with thousands of business operations every day. I will set up a Reminder so that I will not get lost in too many activities.

To set up a Reminder, I will

  1. Click on check-box next to Send Reminder in ‘Reminder Details’ block
  2. I want the system to remind me 1 hour and 15 minutes before commencement of the event.

I will select 0 Days 1 Hour 15 Minutes

CalendarReminder1.png

This will send me an email reminder one hour 15 minutes before the commencement of the event

Repeat

I plan to organize web conferencing every month until a period of time in future. So, I would like to enable Repeat.

To enable Repeat, I will

  1. Click on check-box next to Repeat in ‘Recurrence Details’ block
  2. I undertake web conferencing once in every month until 2015

I will select Repeat once in every 1 Month Until 01-01-2015

3. I will continue providing the web conference on day basis ie., on 1st day of every month

I will select the radio button, and enter on 1 day of every month

CalendarRepeat1.png

Relate

I am addressing a targeted list of Contacts as a part of Web conferencing. I will populate those contacts into my event so that I can view complete list of activities scheduled on them at later stages.

To relate the event with other Contacts, I will

  1. Click search icon within Contact Name field
  2. Choose from existing Contact records and click Select

CalendarSelectContacts1.png

Notes!

  1. You can also relate events to Leads, Organizations, Opportunities, Tickets and Campaigns but only one record at a time.
  2. You can relate multiple Contacts at one shot

Invite

I also want one of my team mates to be a part of web conference. I will send invite and automatically an email notification will be sent to her.

To invite users, I will

  1. Click on text space provided next to Invite Users field within ‘Invite’ block
  2. Select from list of available users

CalendarInvite1.png

Note! You can only send invitations to existing users in your simply CRM

I will click Save. I am done. This is so simple!

Calendar Settings

I wish I could configure my Calendar like the way I wanted it to be. I follow few simple steps to set up Calendar to match my preferences.

To configure Calendar settings, I will

  1. Click on Calendar Settings icon on top right of Calendar home page

Once an event reminder popup shows up on my screen, I want it to display again only within 5 minutes after I close it.

CalendarReminderIntervel.png

I get back to work on Mondays after drowsy weekends. I want my calendar to begin from Mondays, too.

CalendarStartDay.png

My job is to follow up events that are scheduled to be done on present day. I will make Today as my Default Activity view.

CalendarDefaultview.png

I will select traditional date format that is widely accepted in my Country.

CalendarDateFormat.png

I am supposed to be at my office by 8 AM. So, my day starts at 8 AM.

CalendarStartTime.png

Our company is located in India. So, I will select Indian time zone here.

CalendarTimeZone.png

Events like Meetings, Web Conferences etc consume much time, say 30 minutes. I will end up Calls within 5 minutes. I can configure default event duration in Settings, so that I’ll need not have to set up End Date and Time while creating events.

CalendarDefaultDuration.png

I can share my calendar with all other users in our company, share with only selected users, or completely hide all events from viewing by other users.

Different options that are available to share my calender

  1. Private: No one can view my events
  2. Public: Every one can view my events.
  3. Selected Users: Only selected users can view my calendar

CalendarSharing.png

Here’s my shared calendar page. The events shared by all other users in my Simply CRM account are displayed in here. We stay connected on one single page.

CalendarSharingImg.png

Notes!
Note! When I share my calendar with Public or Selected Users, the events with Visibility set as Private will be displayed as Busy* for shared users

Notes!

  1. Events shared with you can be viewed in Shared Calendar tab.
  2. Events that are created by you or assigned to you can be viewed in My Calendar tab.
  3. Events that belong to you, and events belong to users in your lower hierarchy can be viewed in List View tab.

Heads Up

For instance, consider that A and B are two users in upper and lower hierarchy respectively. If A and B shared calendars mutually, B can view A’s event but cannot make any modifications on event record. Not only does A view B’s shared event, but he can also make modifications on it.

2. I click Save.

Notes!

You can also configure Calendar Settings from My Preferences page.

Creating Custom Event Type

Event types such as Call and Meeting are provided by default along with Simply CRM package. You can create custom event types to schedule events that meet your organization’s or personal requirements. For instance, Meetups, Hangouts, etc

Follow few simple steps to create custom event types

  1. Click gear Setting.png icon in the top right
  2. Click CRM Settings
  3. Click ‘Studio’ drop-down in the left
  4. Click Picklist Editor. You can click on PinIcon.png pin icon next to it to add a shortcut to your settings home page
  5. Select Events from Select Module dropdown
  6. Select Activity Type from Select Picklist in Calendar dropdown
  7. Available values in Activity Type field are displayed under All Values tab
  8. Click Add Value button on the right to add a custom event type

CalendarEventCustom.png

9. Provide a label to your custom event, select desired roles and click Save

HangoutsEvent.png

10. After save, your custom event type will be available for selection in Activity Type field in create or edit view of events