History and Activities

Modified on Fri, 15 Oct, 2021 at 4:47 PM

History Tab

Use this section to record historical information about any dealings you have with a contact

Select from the pick-list, enter information as appropriate and click on the ADD command button to save.

You can also send an e-mail from this section by selecting e-mail from the pick-list, enter the header, compose your message and click on the SEND command button. GRATIS will then store this e-mail against the contact’s profile.

To copy and paste a received e-mail into the profile, select E-Mail received from the pick-list, copy your message and click on the ADD command button.

Activities Tab

This is where you can schedule and view activities for this contact. In the top section, select:

Activity Type – choose from pick-list

For Whom – select myself or allocate the task to a colleague using the pick-list

Date – schedule a date for your activity

Time – enter either the specific time for an appointment or show-round here

Regarding – free text for you to make task notes

Where to access the History and Activity

You can find the History and Activities section within the General Tab of the Enquiries Module, Event Booking, Accommodation Booking and Supplier bookings:

When accessing the History and Activities from this area a pop up will appear with the details of the Client Contact preloaded:

Use the same steps as instructed at the top of this help guide to set a history or activity. When you have created an activity for yourself, this activity will pull through to your Home page of GRATIS:

You can view all Client and Venue Activities in this area - please refer to the 'Home Screen' help guide for more information on navigating around the Home Screen.

Within the General Tab of the Enquiries Module, Event Booking, Accommodation Booking and Supplier booking there is also a 'Quick Email' icon which allows you to email the client with the click of a button:

When you click on the icon a pop up will appear which will enable you to send an email directly to the client:

Venue Contact History and Activity

To set a History or Activity against a venue there are multiple areas within the system that will allow you to do this.

Enquiries Module - Venues Tab - View a venue ->

When you open up the RFP of an option within the enquiries module, you will see the History and Activities button under the venue details:

When you click on the button a pop up will appear with the details of the venue contact, to send a History or Activity, simply click on the relevant tab (either History or Activity) and follow the steps as above:

You will also find this feature within the Options tab of the Events Booking, Accommodation booking and Supplier booking. As you can see from the screenshot below, there is an option to set a History or Activity for the Res Email AND the Accounts email.

Client History and Activity

You can also view any History and Activity (and send or set History and Activity) from the Clients Module. To do this, go to the Clients module, find your client and click on the Contacts tab.

Select a contact by clicking 'View' and then click on the relevant tab:

You can view any 'history' linked to this contact by scrolling down to the bottom of the page and changing the filters:

Venue History and Activity

To view the History and Activity of a venue, go to 'Venues' and the contacts tab, select your contact:

And then select the relevant tab for your task:

When adding an activity you must ensure all fields are entered before adding the activity.

Below is the error message you will see if these areas are not completed, you will not be able to add an activity:

Reports

To view, the History & Activities select' CRM History' in the reports module:

You can filter on what you are looking for - eg. appointments, who created the activity within a date range from the dropdowns. Once you have the information you can also export this to an excel speadsheet.