Follow-ups
Follow-up is a collective term for meetings and to-dos. A phone call is a hybrid of the two. These activities are closely linked to the Diary screen and function in largely the same way.
Open an existing follow-up by double-clicking it in the Diary or the Activities section tab.
General information
| Icon | Property | Description |
|---|---|---|
| Owner | Who the follow-up belongs to. The original creator or the associate that the follow-up was assigned/delegated to. | |
| Title | A descriptive label. Additional details go in the agenda. | |
| (a colored dot) | Type | A pre-defined list of activities such as Meeting (external) and Phone-In. |
| , | Company / contact | Who the follow-up concerns. |
| Time and date | When the follow-up starts or is due. | |
| Recurrence | If and how the follow-up repeats. | |
| (no icon) | Availability | Free/busy. Affects conflict handling. |
| Alarm | If and when to notify the person. | |
| Sale | A sale linked to the follow-up. | |
| Project | A project linked to the follow-up. | |
| Attendees | A project linked to the follow-up. | |
| Resource | Meeting rooms, locations, or resources. | |
| Location | The location or address where the meeting takes place. |
Create new
No matter where you are in SuperOffice CRM, you can create a follow-up by clicking New on the top bar and then select Meeting, To-do, or Follow-up.
Note
Follow-ups created from the Diary screen are by default meetings. However, you can change the type before you save.
Locate your follow-ups
In in the Diary screen, meetings and phone calls appear on the Day, Week, Month, and View tabs - and in the Day, Month, Next day, and Week side panels.
The Activities section tab (in the Company, Contact, Sale, Project, and Diary screen) shows all follow-ups, including to-dos.
Follow-up types
| Type | Start time | End time | Duration | Deadline | Shown in | Description | Example |
|---|---|---|---|---|---|---|---|
| Meeting (appointment) | ✓ | ✓ | Calculated | Calendar | Activity w/ defined start and end time | External meeting with supplier | |
| To-do (task) | ✓ | Activities section tab | Follow-up w/ no start time | reminder for stuff due by a specific time | |||
| Follow-up (call) | ✓ | ✓ | Activities section tab | Phone call | Incoming call from customer |
Meeting (appointment)
Meetings are activities with a defined start and end time. They are shown in the owner's calendar.
A meeting can be a single event or part of a recurring series. Meetings involving a resource and/or additional attendees are called invitations.
Overdue and completed meetings will be in the Activities section tab in addition to in the calendar.
Common scenarios
| Scenario | Resource | 2+ attendees | Description |
|---|---|---|---|
| Own time reserved | You have set aside time to work on something, alone | ||
| Own time and resource reserved | ✓ | As above plus need room or equipment | |
| Meeting with multiple attendees | ✓ | ✓ | A meeting, commonly also with a resource or location |
To-do (task)
A to-do is a follow-up without a start time. It usually does not have a duration either, but it always has a deadline. To-dos are typically used for things you have to remember to do by a certain time.
By default, you will find to-dos in the diary todo list, where they can be checked off when completed. If you specify a start and end time for a to-do, it is entered in the diary at the given day and time.
Follow-up (phone call)
A call represents a very specific action - the phone call - and is a hybrid between an meeting and a to-do:
- When you initially plan a call, it lives in the todo list with a deadline much like a to-do.
- When you make the call, it gets fixed in time and now resembles an meeting.
- The start time becomes the current time and today's date.
- The default duration is 15 minutes.
Default duration
The default duration is 1 hour for a meeting and 15 minutes for a call. To change the default value:
- Go to Personal settings and select Preferences.
- Select Default values.
- Enter a value for one or both of these values and click Save.
- Duration for new meeting
- Duration of a new follow-up
The More tab
The More tab displays custom fields for the follow-up.