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Activity Categories

Required Permission
Company Setup - You must have the Company Setup permission to access this setting.

Configure activity categories and subcategories to organize how your team tracks their activities.

Conceptual Overview

For an explanation of what categories and subcategories mean and how they affect activity behavior, see Categories & Subcategories.

Accessing This Setting​

Navigate to Settings > Calendar > Activity Categories

Page Overview​

The Activity Categories page displays all categories as expandable cards. Each card shows:

  • Category name and function type
  • Busy/Free status
  • Color-coded short name chip
  • List of subcategories

Filtering Categories​

Use the toggle buttons at the top to filter the view:

  • Active - Shows only active categories and subcategories (default)
  • All - Shows all categories including inactive ones

Managing Categories​

Creating a Category​

  1. Click Add Category
  2. Complete the form fields (see below)
  3. Click Add Category to save

Editing a Category​

  1. Click the edit icon (pencil) on the category card
  2. Modify the fields as needed
  3. Click Save

Category Fields​

FieldDescription
Category NameThe display name (e.g., "Appointment", "Phone Call")
FunctionDetermines system behavior. See Function Types below
Availability StatusBusy = user unavailable during activity; Free = user still available
Short NameAbbreviated label shown on calendar (max 10 characters)
ColorColor coding for calendar display (Purple, Blue, Green, Yellow, Gray)
StatusActive categories appear in activity forms; Inactive are hidden

Function Types​

The Function field determines how the system treats activities in this category:

FunctionDescription
AppointmentIn-person or virtual meetings. Enables first appointment tracking subcategories.
Phone CallPhone conversations. Supports inbound/outbound tracking.
TaskTo-do items and internal work. Typically set to "Free".
EmailManual email correspondence logged as activities.
Automated EmailSystem-triggered emails (sequences, reminders).
info

The Function determines which subcategory functions are available. For example, only Appointment categories can have subcategories with the "1st Appointment" function.

Managing Subcategories​

Each category can have multiple subcategories for more specific classification.

Creating a Subcategory​

  1. Click Add Subcategory on the category card
  2. Complete the form fields
  3. Click Add Subcategory to save

Editing a Subcategory​

  1. Click on the subcategory row
  2. Modify the fields as needed
  3. Click Save

Reordering Subcategories​

Drag and drop subcategories to change their display order. The order affects how they appear in dropdown menus throughout the application.

Subcategory Fields​

FieldDescription
Subcategory NameThe display name (e.g., "1st Appt", "Client Meeting")
FunctionSpecial behavior identifier. Options depend on parent category.
Client AttendingCheck if the client is expected to attend
StatusActive subcategories appear in forms; Inactive are hidden

Subcategory Functions​

Subcategory functions enable special system behaviors:

For Appointments:

  • 1st Appointment - Updates project's First Appointment Date automatically. This date is used in the Cycle Time Report and sales performance metrics.
  • Presentation - Formal presentation to client
  • Client Meeting - General client meeting
  • Virtual Client Meeting - Video/online meeting
  • Internal Meeting - Team or internal meeting
  • Follow Up - Follow-up appointment
  • Final Meeting - Final/closing meeting

For Phone Calls:

  • Inbound Call - Call received from client
  • Outbound Call - Call made to client
  • Scheduled Call - Pre-arranged phone call
  • Voicemail - Left or received voicemail

For Tasks:

  • Administrative - Admin work
  • Follow Up Task - To-do follow-up item
  • Research - Research activities
  • Review - Review tasks

For Emails:

  • Initial Email - First contact email
  • Client Email - Email to/from client
  • Internal Email - Internal team email

Common Configuration​

Default Categories​

Most organizations use these standard categories:

CategoryFunctionAvailabilityTypical Use
AppointmentAppointmentBusyClient meetings, presentations
Phone CallPhone CallBusySales calls, client conversations
TaskTaskFreeInternal to-dos, follow-ups
EmailEmailFreeLogged email correspondence

Best Practices​

  1. Keep it simple - Start with the default categories and only add custom ones when needed
  2. Use consistent naming - Match your team's terminology
  3. Set Availability correctly - Activities that block time should be "Busy"
  4. Assign Functions - Ensure categories have the correct function for proper reporting
  5. Review inactive items - Periodically review and clean up unused subcategories