Creating Activities

What are Activities?

You can think of Activities as the non-billable things you need to do to run your business. These can be recorded within ServiceMonster as Notes, Tasks, Calls, or Mail. You can track activities from the activities list, account pages, and on the schedule. 

Jump to Where Can I Make An Activity?

Jump to How Do I Create An Activity? (Note, Task, Calls, Mail)

Jump to How Do I Complete Activities? 




Where Can I Make An Activity?

There are multiple spots you can use to create an activity including the schedule, account pages, the activity list, and on leads. 

The Schedule

You can create activities on the schedule page in two ways. 

If you want this activity to appear on the schedule, you can right-click on the schedule where you want the activity to go. 

Click on the “+ New Activity” to start creating your activity.

Your other option on the schedule is to click on an appointment, it’s details will open up in the sidebar of the schedule. 

Here you can click on the “+ Activity” button to create an activity.

Account Page

On the page for an account, you can make an activity for that account by clicking on the “New Activity" Button.


Activity List

You can create an activity from the activity list by clicking on the “+ Activity” button when using the Grid View.

Or by clicking on the “+” button if you are using the Panel View.

Leads

You can create activities on leads by opening a lead and going to the Activity tab

Here you can click “+ Activity” to create a new activity. 




How Do I Create An Activity?




Creating a Note Activity

Note activities are great for keeping track of information about a client or work 

Here you can choose the following information, all of these areas are optional and you can use them however you need.

Type: For notes, you can choose between “Internal” or “Tech”

Account: Select an account this activity is associated with. 

Select Employees: Select employees this activity is assigned to or should be seeing this activity. 

Subject: The main subject line for the activity, this is what you will see on activities lists. 

Message Body: The message you want to be included. 

Done: If this activity is completed, mark it as “Done”

Priority: You can assign the activity as being “High” or “Low”

Due Date: You can assign a due date for the activity.

Status: For notes, this will be automatically set as complete, you can change it to “pending”

Show On Schedule: If you click on this button, more options will appear to show this activity on the schedule. 

Duration: Choose how much time the activity should take on the schedule.

Start Date: Select the date and time the activity should start at.

Route: Select the route that the activity will appear on.

Click “Save” to create the activity.




Creating a Phone Activity

Note activities are great for keeping track of your calls about orders or appointments.

Here you can choose the following information, all of these areas are optional and you can use them however you need.

Type: For calls, you can choose between “Inbound”, “Outbound”, or “Marketing”.

Account: Select an account this activity is associated with. 

Select Employees: Select employees this activity is assigned to or should be seeing this activity. 

Subject: The main subject line for the activity, this is what you will see on activities lists. 

Message Body: The information about the call.

Done: If this activity is completed, mark it as “Done”

Priority: You can assign the activity as being “High” or “Low”

Due Date: You can assign a due date for the activity.

Status: For calls, this will be automatically set as “Pending”, you can change it to “Complete”, “Call Back”, “Disconnected”, “Do Not Call”, “Left Message”, or “Wrong Number”. 

Show On Schedule: If you click on this button, more options will appear to show this activity on the schedule. 

Duration: Choose how much time the activity should take on the schedule.

Start Date: Select the date and time the activity should start at.

Route: Select the route that the activity will appear on.

Click “Save” to create the activity.




Creating a Task Activity

Task activities are great for keeping track of tasks for your techs or for around the office.

Here you can choose the following information, all of these areas are optional and you can use them however you need.

Type: For tasks, you can choose between “Internal” or “Customer Related”.

Account: Select an account this activity is associated with. 

Select Employees: Select employees this activity is assigned to or should be seeing this activity. 

Subject: The main subject line for the activity, this is what you will see on activities lists. 

Message Body: The information about the task. 

Done: If this activity is completed, mark it as “Done”

Priority: You can assign the activity as being “High” or “Low”

Due Date: You can assign a due date for the activity.

Status: For tasks, this will be automatically set as “Pending”, you can change it to “Complete”, “Call Back”, “Disconnected”, “Do Not Call”, “Left Message”, or “Wrong Number”. 

Show On Schedule: If you click on this button, more options will appear to show this activity on the schedule. 

Duration: Choose how much time the activity should take on the schedule.

Start Date: Select the date and time the activity should start at.

Route: Select the route that the activity will appear on.

Click “Save” to create the activity.





Creating a Mail Activity

Mail activities are great for keeping track of letters you send to clients. 

Here you can choose the following information, all of these areas are optional and you can use them however you need.

Type: For mail, you can choose between “Inbound”, “Outbound”, or “Marketing”.

Account: Select an account this activity is associated with. 

Select Employees: Select employees this activity is assigned to or should be seeing this activity. 

Subject: The main subject line for the activity, this is what you will see on activities lists. 

Message Body: The information about the mail. 

Done: If this activity is completed, mark it as “Done”

Priority: You can assign the activity as being “High” or “Low”

Due Date: You can assign a due date for the activity.

Status: For Mail, this will be automatically set as “Pending”, you can change it to “Complete”, “Call Back”, “Disconnected”, “Do Not Call”, “Left Message”, or “Wrong Number”. 

Show On Schedule: If you click on this button, more options will appear to show this activity on the schedule. 

Duration: Choose how much time the activity should take on the schedule.

Start Date: Select the date and time the activity should start at.

Route: Select the route that the activity will appear on.

Click “Save” to create the activity.




How Do I Complete Or Track Activities? 

You can access the activity list by clicking on “Accounts” on the left-hand side menu, then clicking “Activities”.

This will take you to the activity list, you can either view this in the typical “Grid View” or ine “Panel View”

Grid View

Here you can see the list of activities in the grid style view.

You can click on the “+ Activity” button to create a new activity. 

If you click on the “Subject” or name of the activity, it will open up in a window. 

Here you can see it’s details and make any edits as needed. In the “files” tab you can upload files related to the activity, and in the “Audit” tab you can see any changes made to the activity, when they took place, and who did it. 

Panel View

The panel view option allows you to see your activities, their details and keep track of your progress completing activities. 

On the left-hand side you can see cards of your activities, filtering then by type or who is assigned to them. 

In the center you can see the details of whatever account is selected. You may edit the details of the activity, as well as create a new Email, Payment, or Order with the account associated with it.

On the right-hand side you can see your Personal Dashboard, showing your progress with completing activities.