How do I create an activity? | Tribe Knowledge Base

Introduction

Activities are contact moments and processes that you record with your relations. These activities can be tasks, appointments, sales opportunities, but also notes and attachments. They are displayed in a clear timeline so you can see the history of your communication at a glance. A distinction is made between open activities and activities that are finished. This allows you to keep a good overview of your activities and opportunities.

What types of activities are there?
How do I change activities in the configuration?
What are tasks and appointments and how do I create them?
What are attachments and notes and how do I create them?

1 What types of activities are there?

Activities are divided into activities with follow-up such as a task or an appointment and activities without follow-up such as a sales opportunity or a project. In addition, there are activities to which activities can also be linked.

Activities with follow-up

Appointment	Scheduled appointment that is displayed in the Calendar.
Tasks	Tasks you need to be reminded about, these can be assigned to yourself, but also to a colleague. Tasks are displayed in My open tasks.

Activities without follow-up

Below are logging activities used for logging information.

Notes	Ability to add notes such as a record of an appointment, for example.
Attachments	Ability to attach files such as, for example, agreements, presentations and images.
Document	Possibility to create a document. It is useful to create a template for this purpose.
E-mail	Send an e-mail directly from Tribe.
Campaign	Create an e-mail campaign. This is often started directly from the dashboard and not from a relation.

Process activities without follow-up

These activities are processes in themselves to which activities can also be linked. These activities are further explained in separate articles.

Subscription	Adding a subscription to a relation.
Invoice	Creating an invoice .
Project	In a project, you define a goal to be worked on for a longer period of time and under which several activities can be logged. A budget in money and hours can be defined, hours can be logged and invoicing can be done directly from the project.
Sales Opportunity	In the Sales Opportunity activity, you record the sales process from the very first contact to the quotation won.
Event	In this activity, you record the details of an event and have the option of linking sub-activities to it.
Support ticket	If you work with the support portal, you can create a support ticket for your customer here.
Sales order	In a sales order, you can register both products and hours.
Work order	The work order indicates what work needs to be done. It can be (digitally) signed and is the basis for the final invoice.
Complaint	Registration of a complaint. Contact moments can be linked to a complaint.

2 How do I change activities in the configuration?

Depending on the work processes within your company, types of activities can be switched on or off by the administrator of Tribe CRM. This allows you to customise Tribe entirely to your organisation.

Click Configuration in the menu bar.
Click Activities.
Activate the activities that apply.
If necessary, add activities not listed by clicking +Create your own activity.
To open the settings of an activity, click on the name of the activity.
Click the eye icon to display all the rules of that specific activity.

Turning activity types on and off in Tribe CRM

3 What are tasks and appointments and how do I create them?

Task
A task is something you schedule when you need a deadline or reminder, for example, to follow-up on a quote. A task you want to follow up on a specific day, it doesn't have to be at a specific time. A task is shown in your task list in Tribe CRM. It is not synchronised to Outlook or Google Calendar by default, but you can set this up. You handle a task by giving it the status completed.

Creating a task
You can create a task directly in the My open tasks widget. It is recommended to always choose an activity to which the task belongs, such as a sales opportunity or a project. This way, it is always clear what the task applies to.

Open My workplace and click the + button (2) in My open tasks.
Enter the subject.
It is useful to select an activity directly, then the relation and contact (if applicable) will be filled in immediately.
Enter the remaining details.
The date and time can be modified by clicking on it.
Click Save when done and Save and open if you want to put more information in the task.
Creating a task in Tribe CRM

Appointment
With an appointment, you plan a specific day and time. You have an appointment with a relation on location, by phone or remotely. An appointment is always shown in your Tribe CRM calendar and can be synchronised to your Outlook calendar or Google Calendar.

Scheduling an appointment
You can schedule an appointment in the Calendar widget. Again, it is important to link the appointment to a relation and/or activity.

Open My workplace and click the + button in Calendar.
Click Appointment.
Enter the subject.
It is useful to select an activity directly, then the relation and contact (if applicable) will be filled in immediately.
Enter the remaining details.
The date and time can be modified by clicking on it.
Click Save when done and Save and open if you want to put more information in the appointment.
Creating an appointment in Tribe CRM

Did you know?

You can also create a task or appointment from within the relationship or activity? To do so, open the entity and click + Task or + Appointment.

3 What are notes and attachments and how do I create them?

Notes and attachments are always created under a relation or an activity. These screens have similarities. What exactly you can see on this screen is further explained in the article What do I see on my screen (relationships and activities)?

Note
The note is a handy way to add quick comments to a relationship or activity. The note is displayed as a coloured sticky note in the activity timeline under Done. In addition, you can always add notes to any existing activity in your timeline.

How do I create a note?
Notes can be linked to relationships and activities.

Creating a note in Tribe CRM

Open a relationship or activity by searching for it in the top search bar or through a relationship widget.
Click on the + Note button.
Enter the note.
Here you can format the text.
Click on Save.
It is also possible to add notes to existing activities.

The notes are now at the bottom of the screen under Closed. If you click the pencil icon, you have the option to edit the note.

Editing notes in Tribe CRM

Attachment
Attachments are files or documents that you can link to a relation or activity. For example, this could be a sales report, a signed agreement or a photo. This way, you have all related files visible in one place.

How do I create an attachment?
Attachments can also be linked to relations or activities.

Add an attachment in Tribe CRM

Open a relation or activity by searching for it in the blue search bar or through a relation widget.
In the next screen, enter any notes for clarification.
Click Save.

The attachment now appears under completed activities (under Done). Click on the attachment to view the document or add notes.

Did you know?

Each activity has 3 dots in the top right corner that allow you to delete the activity, see how many times it has been viewed and view the Audit trail for each activity. The Audit trail is the log of all changes per activity.