Activity Categories & Subcategories
Activities use a two-level classification system: Categories define the broad type of activity, and Subcategories provide more specific classification.
Categories
| Category | Description |
|---|---|
| Appointment | In-person or virtual meetings |
| Phone Call | Phone conversations |
| Task | To-do items and internal tasks |
| Manual email correspondence | |
| Automated Email | System-triggered emails |
Subcategories
Each category has specific subcategories. Your administrator can customize these in Activity Categories (Admin).
Common Appointment Subcategories
| Subcategory | Code | Description |
|---|---|---|
| 1st Appt | FIRST_APPT | Initial meeting with a new lead |
| Presentation | PRESENTATION | Formal presentation to client |
| Client Meeting | CLIENT_MTG | General client meeting |
| Virtual Client Meeting | VIRTUAL_MTG | Video call or online meeting |
| Internal Meeting | INTERNAL_MTG | Team or internal meeting |
Common Phone Call Subcategories
| Subcategory | Description |
|---|---|
| Inbound Call | Call received from client |
| Outbound Call | Call made to client |
| Scheduled Call | Pre-arranged phone call |
| Voicemail | Left or received voicemail |
Common Email Subcategories
| Subcategory | Description |
|---|---|
| Initial Email | First contact email |
| Client Email | Email to/from client |
| Internal Email | Internal team email |
The Busy/Free Flag
Each category has a Busy setting that determines how it appears on calendars:
- Busy = Yes: The activity blocks time on the user's calendar, showing them as unavailable during that time. Other users will see this time as "busy" when checking availability.
- Busy = No: The activity appears on the calendar but doesn't block time. The user remains "available" for scheduling.
Examples:
- Appointments are typically Busy (they block calendar time)
- Tasks are typically Not Busy (they're to-do items, not time blocks)
Special Subcategory Functions
Subcategories can have a Function assigned that triggers special behavior. Your administrator configures this in Activity Categories (Admin).
First Appointment Tracking
Subcategories with the 1st Appointment function have special significance:
- When you create an activity with a "1st Appointment" subcategory, the system automatically updates the project's First Appointment Date
- This date is used in sales reports, pipeline tracking, and the Cycle Time Report
- The system tracks the earliest non-cancelled first appointment
- If you cancel a first appointment, the system recalculates to find the next earliest one
:::tip Sales Pipeline Tracking Using the correct subcategory for first appointments is crucial for accurate sales reporting. The first appointment date affects cycle time calculations and sales performance metrics. :::
Client Attending Flag
Some subcategories have a Client Attending flag that indicates whether the client is expected to attend:
- 1st Appt, Presentation, Client Meeting, Virtual Meeting: Client attending = Yes
- Internal Meeting: Client attending = No
This helps with reporting on customer-facing vs. internal activities.
Related
- Activity Categories (Admin) - Add, edit, and configure categories and subcategories
- Activity Types (Admin) - Configure activity types
- Logging Activities - How to log activities