The CRM system provides a calendar such as you would normally find at your desktop. This calendar distinguishes between meetings, calls (both often referred to as Events) and tasks (ToDos), all together called activities. The operational differences between Events and ToDos will be explained in the following sections.

You can perform the following operations in the Calendar module:

• Manage To-Dos

• Manage Events (Calls and Meetings)

How to add an activity or event

 Here are several approaches on how to add a new activity, event or to-do:

• Directly from Calendar View (recommended) - the order is the same for Day, Week or Month view and is described below – the advantage of this approach is that start date and time is automatically defined by your selection and you can easily see whether the time slot is empty for your activity as well as invited colleagues

• Using Add event button

• Using action buttons Add Event, Add To-Do from the records of the modules like Contacts, Organizations

The recommended and quick approach is using Calendar View. It allows creating activities directly from the Day, Week or Month view for any particular time. In order to add a new activity:

• Switch to Day, Week or Month view according to your needs.

• Click on the Calendar View to select the start time of your activity.

• Select activity type (Call, Meeting, etc).

• The new window “Add Event” (for Call, Meeting, etc.) or “Create To Do” (for tasks) will appear on the screen.

• Fill in the form fields and save it using the Save button.

Calendar View

The Calendar View has several possibilities to be adjusted according to your needs and provides new functionalities. The following two pictures present some of CalendarView functions:

• Calls, meetings, invites and other activities are represented by rectangular areas that cover places with respect to real start/end time of the activities. You can easily drag and drop activities, simply extend end time or easy to switch to Edit View or Detail View of the activities.

• Tasks/To-Dos are shown in the Calendar View as well, at the top part “all-day” section.

• Day, Week and Month calendar are provided. Just click on the buttons to change the view.

• Quick navigation buttons can be used to select a date.

• User Settings – deals with Time settings, Calendar sharing, and Google authentication.

• Module manager settings – profile privileges.

• Add a new activity button (It opens a new window to create a new activity for the current day).

• Within Activity List panel you can easily show/hide different types of activities. In addition, you can define colors, displayed information and set up Google synchronization. As you can see in the next image, the activities are shown in colors in case you are viewing only activities assigned to one user.

Note that a new feature introduced with this Calendar is viewing your invites.

 

• The panel “Assigned To” is used to show/hide activities for more users on the calendar or just to see other user activities. In this case, the colors are used to easily distinguish the activities of the corresponding user.

• Using checkboxes you can easily select users of the group of interest. Another advantage is that the selected group is remembered under “All selected” value and can be used again when you access the system again.

• Using checkboxes of the panel “Event status” you can show/hide events based on their status.

• Using checkboxes of the panel “Task status” you can show/hide tasks based on their status.

Calendar Settings

• Calendar View settings – available for all users via Activity list panel

• User Settings – user-specific settings

• Module manager settings: special profiles

Calendar View settings

There are some additional settings related to Calendar View which can be initiated directly from Activity list panel as shown in the picture below. The Calendar View settings consist of the following tabs

• Colors in Calendar

• Displayed Information (not available for Invite)

• Google Synchronization (not available for Task and Invite)

Colors in calendar

On the Calendar View, we can use different colors. The intention is to provide a better overview by using different colors for single activity types or users depending on the current view. In addition, you can select your own color for a single activity/user.

In order to select the color, initiate the Calendar View settings and follow these simple steps:

• Go to “Colors in calendar” tab and click on the icon

• Select the color.

• Save the settings using the Save button.

Displayed information

The “Displayed information” tab allows you to define how much information is displayed in Calendar View for all single views separately, i.e. for day calendar, week calendar as well as month calendar. In addition, you can define displayed information separately for each activity type.

The use of this tab is simple. In order to view more information fields available, select them from “Available information” and click on the Add button. You can see the default field which will be used on the top of the selected fields (marked purple in the following picture).

 

User settings

This part contains:

• Time Settings – allows defining several views of the calendar from a time point of view

• Calendar sharing – deals with sharing of the calendar

• Google account settings – allows adding Google account

Time Settings

The definition of several time view calendar settings are described in the following table. Please refer also to the image below to see examples of the usage.

 

 

Calendar sharing

For the Calendar sharing, you just need to select from the available users.