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Activity Categories & Subcategories

Activities use a two-level classification system: Categories define the broad type of activity, and Subcategories provide more specific classification.

Categories​

CategoryDescription
AppointmentIn-person or virtual meetings
Phone CallPhone conversations
TaskTo-do items and internal tasks
EmailManual email correspondence
Automated EmailSystem-triggered emails

Subcategories​

Each category has specific subcategories. Your administrator can customize these in Activity Categories (Admin).

Common Appointment Subcategories​

SubcategoryCodeDescription
1st ApptFIRST_APPTInitial meeting with a new lead
PresentationPRESENTATIONFormal presentation to client
Client MeetingCLIENT_MTGGeneral client meeting
Virtual Client MeetingVIRTUAL_MTGVideo call or online meeting
Internal MeetingINTERNAL_MTGTeam or internal meeting

Common Phone Call Subcategories​

SubcategoryDescription
Inbound CallCall received from client
Outbound CallCall made to client
Scheduled CallPre-arranged phone call
VoicemailLeft or received voicemail

Common Email Subcategories​

SubcategoryDescription
Initial EmailFirst contact email
Client EmailEmail to/from client
Internal EmailInternal 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
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.