Logging Activities
Record customer interactions and tasks in Readybuild.
Quick Log
- Open a project or contact
- Click Log Activity
- Select the category and subcategory
- Add details, date/time, and notes
- Click Save
From Calendar
Activities can also be created when scheduling appointments. See Calendar.
Activity Details
When logging an activity, record:
| Field | Description |
|---|---|
| Category | Appointment, Call, Task, Email, etc. |
| Subcategory | More specific type (e.g., 1st Appt, Outbound Call) |
| Date/Time | When it occurred or is scheduled |
| Duration | How long it lasted |
| Result | Outcome (Ongoing, Completed, Cancelled) |
| Notes | Details of the conversation |
| Team Members | Other staff involved |
| Travel Time | Optional travel time for appointments |
Viewing Activities
On a Project
The Activity tab shows all activities related to that project.
On a Contact
View all activities across all projects for that contact.
Activity Reports
See Sales Reports for activity summaries.
Virtual Meetings
Activities can be marked as virtual or in-person. This helps distinguish meeting types on calendars and in reports.
Setting Up a Virtual Meeting
When creating an Appointment activity:
- Check the Virtual Meeting checkbox (appears next to the Location field)
- The Location field changes to Meeting Link
- Paste your video meeting URL (Zoom, Microsoft Teams, Google Meet, etc.)
When you paste a meeting link from Zoom, Microsoft Teams, or Google Meet into the Location field, the system automatically checks the Virtual Meeting checkbox for you.
Supported Meeting Platforms
The system recognizes and displays icons for these platforms:
| Platform | Recognized URLs | Icon |
|---|---|---|
| Zoom | zoom.us, zoom.com | Zoom video icon |
| Microsoft Teams | teams.microsoft.com, teams.live.com | Teams icon |
| Google Meet | meet.google.com | Google Meet icon |
| Other | Any URL | Generic video icon |
Virtual vs. In-Person
| Type | Virtual Setting | Location Field | Examples |
|---|---|---|---|
| Virtual | Checked | Meeting Link (URL) | Zoom meeting, Teams call, Google Meet |
| In-Person | Unchecked | Physical Address | Home visit, Office consultation, Site inspection |
How Virtual Meetings are Used
- Calendar Display - Meeting links appear in calendar events
- Calendar Invites - Attendees receive the meeting link in their invitation
- Quick Join - Click the meeting platform icon to join directly
- Reporting - Filter and group activities by meeting type
- Public Scheduling - Customers can choose virtual or in-person appointment options
Travel Time Activities
For in-person appointments, the system can automatically create travel time activities:
- What it is - A blocked time period before the appointment
- Purpose - Reserves time for travel/preparation
- How it's created - Automatically when booking through public scheduling with travel time enabled
Travel time activities:
- Block the team member's availability
- Sync to connected calendars (Google, Outlook)
- Are linked to the main appointment
- Are automatically removed if the appointment is cancelled
When manually creating activities, travel time must be added separately. Automatic travel time creation only applies to activities booked through public scheduling.
Best Practices
- Log activities immediately after they occur
- Use correct categories and subcategories for accurate reporting
- Mark 1st Appointments correctly to track sales pipeline milestones
- Add to calendar for appointments you want synced externally
- Schedule follow-ups to maintain consistent customer communication
- Complete activities promptly when finished to keep records accurate