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 | Code | Description |
|---|---|---|
| Appointment | APPT | In-person or virtual meetings |
| Phone Call | CALL | Phone conversations |
| Task | TASK | To-do items and internal tasks |
EMAIL | Manual email correspondence | |
| Automated Email | AUTO_EMAIL | System-triggered emails |
Subcategories
Each category has specific subcategories:
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 |
Phone Call Subcategories
| Subcategory | Code | Description |
|---|---|---|
| Inbound Call | INBOUND | Call received from client |
| Outbound Call | OUTBOUND | Call made to client |
| Scheduled Call | SCHED_CALL | Pre-arranged phone call |
| Voicemail | VOICEMAIL | Left or received voicemail |
Email Subcategories
| Subcategory | Code | Description |
|---|---|---|
| Initial Email | INITIAL_EMAIL | First contact email |
| Client Email | CLIENT_EMAIL | Email to/from client |
| Internal Email | 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)
First Appointment Tracking
The FIRST_APPT subcategory has special significance:
- When you create an activity with the "1st Appt" subcategory, the system automatically updates the project's First Appointment Date
- This date is used in sales reports and pipeline tracking
- 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
Setting the correct subcategory for first appointments is crucial for accurate sales reporting. The "1st Appt" subcategory triggers automatic updates to the project's milestone dates.
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) - Configure categories
- Activity Types (Admin) - Configure subcategories