Activities & Follow-ups

Activities are scheduled tasks, events, or interactions related to your admissions leads. They help your team stay organized, track communications, and ensure no follow-up falls through the cracks.

Activity Types

Your school can configure custom activity types, each with its own color and icon. Common types include:

Type	Typical Use
Call	Phone calls to parents or families
Meeting	In-person or virtual meetings
Campus Tour	Scheduled school visits
Email	Planned email communications
Task	General to-do items
Follow-up	Scheduled follow-up actions for leads

Activity types are configured in the system settings and appear as colored buttons when creating or editing an activity.

Creating an Activity

From the Calendar

1. Click on a date/time slot in the Task Calendar.
2. The activity creation form appears.
3. Fill in the details (see below).
4. Click Save.

From a Lead's Detail Page

1. Open a lead's detail page.
2. Navigate to the Activity Timeline section.
3. Click Add Activity.
4. Fill in the details and save.

Activity Form Fields

Field	Description	Required
Activity Type	Select the type from the colored buttons	Yes
Title	A brief description of the activity	Yes
Meeting provider	For virtual activities only -- pick how the meeting room is created (see Online Meetings)	No
Campus	Select the campus (for physical activities)	No
Location / Room	Specific room or location (for physical activities)	No
Start Date	The date the activity begins	Recommended
Start Time	The time the activity begins	Recommended
Duration	Choose from preset durations (see below)	Recommended
End Date	Auto-calculated from duration, or set manually	No
End Time	Auto-calculated from duration, or set manually	No
Priority	Priority level for the activity	No
Owner	The staff member responsible for this activity	No
Notes	Rich text description with formatting support	No

Duration Presets

When selecting a duration, you can choose from predefined options that automatically calculate the end date and time:

Preset	Duration
5 min	5 minutes
10 min	10 minutes
15 min	15 minutes
20 min	20 minutes
30 min	30 minutes
45 min	45 minutes
1 h	1 hour
2 h	2 hours
3 h	3 hours
4 h	4 hours
6 h	6 hours
8 h	8 hours
1 day	24 hours
2 days	48 hours
3 days	72 hours
Other	Custom end date/time

TIP

Select a duration preset and the end date/time fields are automatically calculated. Choose "Other" to set a custom end date and time manually.

Online Meetings

When an activity uses a virtual activity type (e.g., "Online Meeting", "Zoom call", "Virtual tour"), you can attach a meeting room to it directly from the form -- no copy-pasting links from another app.

Picking the Meeting Provider at Create-Time

On the lead detail Add-Activity form (and on the activities calendar), a 4-button strip appears above the title field once you pick a virtual activity type:

Button	What it does
None	No meeting link. Use this for placeholder bookings.
Manual URL	Paste an existing link from any tool (Teams, Webex, your own conferencing).
Zoom	Auto-provisions a Zoom meeting under your connected Zoom account when you save the activity. The join URL and passcode are stored on the activity.
Google Meet	Adds a Meet room to the Google Calendar event that gets created when the activity syncs to your Google Calendar.

Buttons for providers you haven't connected yet are disabled, with a "Connect in Integrations" hint next to them.

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Zoom and Google Meet are connected per user under Integrations -- each staff member connects their own account. Once connected, the buttons light up only for that user.

Meeting Pill on the Calendar

Every activity card on the Task Calendar shows a small pill above the title indicating the meeting type:

• Blue "Virtual" pill -- the activity is virtual.
• Amber "In-person" pill -- the activity is in-person; the location is shown inline next to the pill when set.

For virtual activities that don't yet have a meeting link, a Generate meeting link affordance appears beneath the pill:

• If you have both Zoom and Google Meet connected, a dropdown lets you pick.
• If you have only one connected, you see a single button.
• If you have neither connected, the button is disabled with a "Connect in Integrations" hint.
• For past activities the button is hidden -- you cannot retroactively create a meeting room for an event that has already happened.

Copy Link, Open, and Remove

Virtual activities that have a meeting link show a sky-blue row beneath the pill with:

• The hostname of the meeting URL (e.g., zoom.us, meet.google.com).
• A Copy link button that copies the URL to your clipboard.
• The Zoom passcode (when present), so participants can join from third-party clients.
• An Open action that launches the meeting in a new tab.
• A Remove link button that clears the link from the activity and, for Zoom, also deletes the Zoom meeting under your account. Past activities hide the Remove button so historical records stay intact.

Switching Provider on an Existing Activity

Edit the activity, pick a different provider button, and save. The system:

• Cleans up the previous provider (deletes the Zoom room if leaving Zoom).
• Provisions the new provider (creates a new Zoom room when switching to Zoom; adds a Meet conference to the calendar event when switching to Google Meet).
• Updates the join URL, host URL, and passcode on the activity.

Manual URLs are stored as-is -- the system never calls out to validate them.

Editing an Activity

1. Click on the activity in the calendar or the lead's activity timeline.
2. The activity detail modal opens.
3. Click Edit.
4. Modify the desired fields.
5. Click Save.

Activity Status

Activities can have the following statuses:

Status	Meaning
Scheduled	Upcoming activity, not yet due
Completed	Activity has been marked as done
Overdue	Activity date has passed without completion

You can filter activities by status on the calendar using the status filter badges.

Follow-ups

Follow-ups are a specific use of activities that create scheduled reminders for leads:

Setting a Follow-up

1. On a lead's detail page, create an activity with the "Follow-up" type.
2. Set the date and time for when you want to be reminded.
3. Add notes about what needs to be followed up on.
4. Assign an owner (yourself or another team member).

Follow-up Reminders

The system sends automated reminders for upcoming follow-ups:

• In-app notification -- A notification appears in the Notification Center.
• Email reminder -- If email notifications are enabled for the Follow-ups category.
• Push notification -- Delivered via the Kinderpedia notification system.

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Set follow-up reminders a day or two before important deadlines to give yourself time to prepare.

Activity Reminders

Beyond follow-ups, any scheduled activity can trigger reminders:

• Activity reminder notifications are sent before the scheduled start time.
• Daily digest can include upcoming activities if you have the digest enabled.
• Overdue activities appear with a visual indicator on the calendar and in the lead's timeline.

Best Practices

1. Log every interaction -- Record calls, meetings, and emails as activities to maintain a complete history.
2. Set owners -- Assign activities to specific team members for accountability.
3. Use follow-ups consistently -- Never leave a lead without a next scheduled action.
4. Add detailed notes -- Use the rich text editor to capture meeting notes, call summaries, and action items.
5. Review the calendar daily -- Start each day by reviewing your upcoming activities.

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