Working with Sales Appointment Activities

In this Article we will cover creating a follow-up Email after a Sales Appointment, as well as creating a Task related to the Sales Appointment to remind your staff to follow-up with a Contact. 

Communication is key to success, especially when referring to communication between your business and your customers. The Activities tab on the Appointment  record allows quick and easy access to both predefined templates and free-form email composition. Email Templates allow you to standardize your communication to your clients in a way that best represents your business. Free-form email capability, the ability to write and format your own email content from scratch, allows you and your team the flexibility to communicate freely and adaptably with your customers.

Sending an Email related to the Sales Appointment

From the Sales Appointment page, select the Activities section. 

Click the dropdown arrow next to Email and select the correct email address for the contact.  

The Email builder will open as a widget on the lower-right corner of your screen:

If you are not using a preexisting email template and you are editing the email manually, enter an appropriate subject, edit the body of the email as you would like it to appear and click Send.

To select an Email Template to use for the Email click the button which shows a document with a plus sign, near the bottom.  

And then select Insert a template...

Here you can select which Template you'd like to use. 

Once you select a template to apply, your email components will populate with the templated information like this. Once you have reviewed your email, simply click Send.

This email will be logged and will be visible in the Contact Timeline. 

Creating a Task related to the Sales Appointment 

We all use reminders to keep ourselves on track, Tasks let you generate reminders for yourself and for others right from the record you are working on. By using Tasks in the system the reminders are automatically linked to the record they apply to, they don’t get lost or buried under a stack of paper on someone's desk, Tasks given a Due Dates that insures proper visibility once the time comes. Tasks are also trackable and reportable within the system and help with accountability. On the Sales Appointment, you might want to create a Task to call a specific Contact on a certain date. You have everything you need at your fingertips to create such a Task easily and quickly using the New Task button on the Activities page of the Sales Appointment. Tasks can be used for any number of things you need to do, It could be a reminder to review customer information the day before an appointment or to gather and prepare materials before an appointment. These tasks will appear on the To Do List component in the bottom right of your window, next to Notes, History, and Quick Lead components.  

From the Sales Appointment, select the Activities section. 

From the Activities Section on the Sales Appointment, Click New Task. 

The Task creation window will appear in the lower-right corner of your screen.

Be sure to fill in the Subject and Due Date before Clicking Save. The Assigned to and Status fields and the Related To fields will be prefilled for you.  

Logging a Call from the Sales Appointment

It is important to track your contact with a customer not just when an email is sent, but when a call is made or received. We make logging calls easy. From the Activities page on the Sales Appointment, the Log a Call button is easily accessible and super simple. Get in the habit of Logging Calls by experiencing how simple it is. Once you have logged a call it will appear in the Activities section as well as in the timeline on the account page if you select the option in the top right of the Timeline Component to include Emails, Texts, and Calls in the Timeline.  

From the Sales Appointment, select the Activities section. 

From the Activities section, Click the Log a Call button.   

The Log a Call window will open in the lower-right corner of your screen: 

All calls and communication with the Account, should be logged. 

A view of the Activities section from the Sales Appointment showing how Logged calls and Upcoming Tasks will appear in this section.   

A view of the Account Timeline from the Account Page with the option to view communications selected.  

Your To Do List at the lower-right corner of the screen will include upcoming Tasks logged from the Activities page. 

Click the All list to expand the window and choose a different To Do List, or create a new List.