Activities

Navigate to: Menu > Contacts & Relationships > Activities

Overview

Activities are your team’s to-do list. Use them for the calls, emails, meetings and jobs that keep your theatre and its relationships running, for example calling a promoter about a settlement, chasing a visiting company’s tech rider, booking a BSL interpreter for an access performance, following up a school group booking or sending a sponsor their press night invitations.

Each activity can have a date and time, notes, files, comments and a reminder, and can be assigned to one or more members of your team. From any activity you can jump straight to the calendar or to your pipelines.

The Activities page

Across the top of the page are three panels, each showing a count:

●      Done: Activities that have been completed

●      Snooze: Activities that have been put off until later

●      Tag: Activities that have been tagged, for example Press Night, Access, Technical or Development

Below the panels is your list of activities. Each row shows the activity name, its date and time, any tags, and a speech bubble if it has comments. On the right of each row are three icons: a tick to mark it Done, an alarm clock to Snooze it, and a tag icon to tag it.

●      Add Activity: Create a new activity, in the top right corner

Add an activity

●      Go to Contacts & Relationships > Activities

●      Click Add Activity

●      Enter the Activity Name, for example Chase tech rider from touring company

●      Click Show advanced options to add more detail:

●      Note: Add any notes or background, for example the get-in date and the contact at the company

●      Date: Choose the date and time the activity is due

●      Assign: Choose who should do it. Search for a team member, tick one or more names, or use Select All or Deselect All, then click CONFIRM

●      Add Reminder: Set a reminder email for yourself or the person assigned

●      Click Add Activity to save

When you assign an activity, the team member automatically receives an email letting them know it has been assigned to them.

If a team member doesn’t appear in the Assign list, they need to be added as a user first. Add them in Staff & Payroll > HR using Add User. See the HR article for more. They will then appear in the Assign list.

Mark activities as done, snoozed or tagged

●      Click the tick, alarm clock or tag icon on the activity’s row, or

●      Drag and drop the activity onto the Done, Snooze or Tag panel at the top of the page

Tag an activity

●      Drag the activity onto the Tag panel, or click its tag icon

●      Choose a tag from the list, for example Press Night, Access, Front of House, Technical, Finance or Development

●      The tag appears on the activity’s row

View activities by tag

●      Click the Tag panel to open the full list of your tags

●      Click a tag to filter the list so it only shows activities with that tag, for example everything that needs doing before press night

The activity record

Click an activity to open it. Along the top are four buttons:

●      Save: Save your changes

●      Remove: Delete the activity

●      Calendar: Go to the calendar in Calendar & Scheduling, where your activities show alongside your performances and events

●      Pipeline: Go to your pipelines in Acts & Performers > Pipelines, so you can move straight from a task to the show or relationship it relates to

Activity Details

●      Note: The large box on the left, marked with a pencil icon, holds your notes. Add or update notes at any time

●      Activity name: Shown beside the hourglass icon. Change it to rename the activity

●      Date and time: Shown beside the play icon. Click the calendar icon to change when the activity is due

●      Assign: Assign the activity to one or more team members, or reassign it to someone else, for example handing a sponsor follow up to your Development Manager

●      Add Reminder: Send a reminder email to yourself or to the people assigned, so the activity isn’t missed

Files

●      Click Upload File to attach documents to the activity, for example a tech rider, a quote from a piano tuner, a hire agreement or a press release

●      When nothing has been uploaded yet, the section shows No Files Found

Comments

●      Click Add Comment to add an update, for example Left voicemail with company manager or Interpreter confirmed for Thursday matinee

●      Each comment is stamped with the date and time it was added and the name of the person who added it, so your team can see the full history of the activity

●      Use the edit icon beside a comment to change it, or the bin icon to delete it

Remember to click Save after making changes to an activity.

Where else activities appear

●      Calendar: Activities show on the calendar in Calendar & Scheduling > Scheduling

●      Pipeline and board cards: Activities added to a card in Acts & Performers > Pipelines or Contacts & Relationships > Boards can be marked as Done, Snoozed or Tagged in the same way

●      Staff profiles: Activities can also be added to individual staff members in Staff & Payroll > HR

Tips

●      Give every activity a date so it shows on the calendar and nothing slips through before a get-in or opening night

●      Assign activities to a named person rather than leaving them unassigned

●      Use comments rather than notes for progress updates, so each update has its own timestamp and author

●      Use tags to group everything for a particular show, event or team, then filter by tag in the run up to it

●      Snooze activities that can’t be done yet rather than deleting them