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.)
:::tip Auto-Detection 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
:::note Manual Activities 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