Activities

Activities represent the tasks, meetings, calls, and other actions that admissions teams perform as part of the admissions process. Each activity is associated with a specific lead and can be scheduled, assigned, prioritized, and tracked to completion.

Activity Types

Activity types are configured during the Setup Wizard and can be customized in the configuration settings. Default types include:

Type	Icon	Mode	Description
Call / Zoom	Phone	Virtual	Phone calls or video calls with families.
Live Meeting	Users	Physical	In-person meetings at the school campus.
Task	Clipboard	Virtual	General to-do items.
Deadline	Clock	Virtual	Date-driven deadlines for submissions or decisions.
Email	Envelope	Virtual	Email communications to send or follow up on.
Interview	Chat	Physical	Formal admissions interviews.
Tour	Clipboard	Physical	Campus tours for prospective families.

Physical activities include additional fields for campus location and room/location details. Virtual activities skip these fields.

Creating an Activity

1. Open the applicant's detail page.

2. In the Activities tab, click the placeholder text: "Click here to schedule an activity."

3. The activity creation form expands:

   a. Select the activity type by clicking one of the type buttons at the top.

   b. Enter a title -- a brief description of the activity (e.g., "Welcome call with Mrs. Johnson").

   c. For physical activities, select a campus and enter a room/location.

   d. For virtual activities, pick a meeting provider -- None / Manual URL / Zoom / Google Meet. Zoom auto-provisions a room when you save; Google Meet adds a Meet link to the synced calendar event; Manual URL accepts any pasted link. Provider buttons for integrations you haven't connected are disabled. See Online Meetings for the full flow.

   e. Set the schedule:

   • Start date and start time.
   • Duration (select from predefined options).
   • End date and end time (auto-calculated from duration, but can be overridden).

   f. Set priority -- choose from None, Low, Medium, or High.

   g. Assign an owner -- select a team member from the staff dropdown.

   h. Add notes -- use the rich text editor to add detailed notes or instructions.

4. Click Save to create the activity.

Activity Timeline

Activities are displayed as a chronological timeline on the applicant's detail page:

• Upcoming activities appear at the top with their scheduled date and time.
• Overdue activities are highlighted with a red indicator.
• Completed activities are marked with a check and moved down the timeline.

Each activity entry shows:

• Activity type icon and color.
• Title and notes.
• Date, time, and duration.
• Priority badge (if set).
• Owner name.
• Completion status.

Managing Activities

Editing an Activity

1. Click the edit button on an activity card.
2. The edit form opens with all fields pre-filled.
3. Make your changes and click Save.

Marking as Complete

1. Click the Mark as done button or checkbox on the activity.
2. The activity is marked as completed with a timestamp.
3. Completed activities move to the completed section of the timeline.

Deleting an Activity

1. Click the delete button on the activity card.
2. Confirm the deletion by typing "DELETE" in the confirmation dialog.
3. The activity is permanently removed.

Activities Calendar

All activities across all leads are visible in the Calendar page (accessible from the sidebar). The calendar provides:

• Month, Week, and List views.
• Owner filter -- filter activities by assigned team member.
• Color coding by activity type.
• Click any activity to navigate to the associated lead's detail page.
• Export activities to spreadsheet format.

Activity Reminders

The system sends automatic reminders for scheduled activities:

• Before the activity -- a reminder notification before the scheduled start time.
• Overdue notification -- an alert when an activity's scheduled time has passed without being completed.

Reminder preferences can be configured in Notification Preferences.

TIP

Use the priority field to flag time-sensitive activities. High-priority activities appear prominently in the dashboard widgets and attention overview, helping the team focus on the most urgent tasks.

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