How do I work with tasks and appointments?

Introduction
You build a long-term relationship by understanding your relationship’s needs and keeping your promises. You do this easily by creating tasks and appointments to an activity, for both yourself and your colleagues.

• When a task has to do with a new sales process, you create the task in the sales opportunity activity.
• If the appointment is related to an ongoing project, link the new appointment to
  the ongoing project.
• The new task will automatically appear in your list of open tasks.
• And the new appointment will automatically appear in your (external) calendar.

Read all about linking tasks and appointments to activities in this article.

1. How do I follow up on my activities?
2. How do I create a new task?
3. How do you create a task to an existing sales opportunity?
4. How do I make a new appointment?
5. How do I make a new appointment to an existing sales opportunity?

1 How do I follow up on my activities?

You have a relationship management system so your goal is to manage your relationships and keep them happy. And one way to do that is to follow up on activities so that you can build a customer relationship. Tribe supports you to work in a structured way and not to forget follow-up moments by using appointments and tasks in activities.

You can link both the appointment and the task to relations and activities. An appointment appears automatically at the planned date and time in your calendar and the task appears in the overview of open tasks. For example, you can schedule a task to call that lead next week following the quotation you sent, or schedule an appointment with a customer to go over the project planning on location. Link your Outlook or Google calendar to Tribe for full calendar integration.

2 How do I create a new task?

Preferably, you link the task to an activity and relationship so you can easily review what is going on with a customer.

• When a task has to do with a new sales process, you create the task in the sales opportunity activity.
• If the appointment is related to an ongoing project, link the new appointment to the ongoing project at the customer in question.

You can create a new task in several ways. For example, via the default widget my open tasks.

• Open the My workplace dashboard (1)
• Click the + in the upper-right corner of the my open tasks widget (2), if you want to create a new task directly.

Then enter the necessary fields. Also link the task to an activity if it relates to it. If you want to schedule a task for your colleague, select your colleague’s name after assigned to. The new task will automatically appear in my (or your colleague’s) list of open tasks.

Did you know?

• When you first start an activity such as a sales opportunity, your first task is automatically prepared in the activity overview in your sales opportunity and also in my open tasks.

• Of course, you can still assign the task to another colleague and create multiple tasks alongside it.

• If you click on date of the task, you can also click on the Planner to see in the calendars which colleague has time to perform your task.

4 How do you create a task in an existing sales opportunity?

• Open the sales opportunity. In the sales opportunity, the activities tab (1) is already open. You can see that the tab is highlighted in blue. Should you have clicked further to another tab, click again on the tab called activities.
• Click + Task (2). Instead of calling the back office and taking notes for yourself, tap the task in one short sentence under the subject. Behind assigned to, choose the name of your colleague who will follow up the task.  The task will automatically appear in your colleague’s open tasks. By default, a task is not shown in the calendar. Activate the slider next to Include in calendar to have the task appear in the calendar on the date you specify below it.

So in the sales opportunity, you keep track of all actions related to going through a sales opportunity.

5 How do I make a new appointment?

You can create a new appointment in several ways. For example, via the default calendar widget.

• Open the my workplace menu (1)
• In your calendar, click on the day and time of your appointment or in the top right corner on +.
• Then click on appointment (2), a shortened insertion screen will now open where you link your relation and its activity.
• If you want to schedule an appointment for your colleague, select your colleague’s name after owner.

6 How do I make a new appointment to an existing sales opportunity?

•  Open the sales opportunity on the activities tab.
• Click + Appointment. Enter the subject and other details. Under Assigned to, choose your own name or that of your colleague.  The appointment will automatically appear in your calendar.