Last updated: 2025-09-19
SmartCalendar - About Activities
Overview
Activities are the meetings, calls, appointments and other events that are scheduled using SmartCalendar. There are several different categories of activities, as well as several activity types and sub-types. This section describes activity categories, types and sub-types in detail.
Watch the Training Class: Activities \& Tasks
Activity Categories
Three different categories of activities can be created: calendar activities, tasks and all-day events.
- Calendar Activity: Calendar activities happen at a specific time and include meetings, appointments and other timed activities.
- Task: Tasks do not have a specific time attached to them. Tasks are scheduled for a specific day but can be done at any time during that day. In addition, SmartOffice automatically moves active, unfinished tasks from previous days to the current day using the AutoMove feature. AutoMove settings can be customized in User Preferences - Activity Options.
- All-day Event: All-day events take up an entire day but have no specific time attached to them. All-day events can be anything from an anniversary to an all-day seminar.
Activity Types
After category, the next level of classification for activities is type. The descriptions below indicate which activity types are appropriate for various activities. However, users are free to assign types in any way that best suits their needs.
- Appointment: An appointment is typically an interaction with one or more individuals outside the organization. Examples include a policy review with a client or an interview with a prospect.
- Call: A call can be a formal or casual phone interaction. A call activity scheduled for sales purposes can be linked to a telemarketing script.
- Meeting: A meeting is typically a discussion among colleagues, partners and others who are within (or closely associated with) the organization.
- Personal: This type can be used to track non-business activities, such as vacation or sick leave. Because SmartOffice does not track the outcomes of personal activities, the Track Activity Outcome option in the Activity Detail dialog is disabled when the user selects this type.
- Project: A project is an activity that takes place over a period of time (e.g., a new product launch).
- To Do: A To Do activity is a task to be performed on a particular date but that does not have a specific time associated with it.
These types can be assigned to any category of activity: calendar activities, tasks or all-day events.
Activity Sub-types
Activity sub-types enable users to be more specific about the reason for the activity. The following table lists activity sub-types and the types to which they apply.
| Sub-Type | Applicable Types | Description |
|---|---|---|
| Anniversary | Appointment/Call/Meeting | Yearly date commemorating a special event. |
| Annual Review | Appointment/Call/Project/Meeting | Review the number of people who ultimately became clients over a period of time. |
| Approach/New Seen | Appointment/Call/Meeting | Initial face-to-face contact with a prospect or suspect during which first impressions are created. |
| Birthday | Appointment/Call/Personal/To Do/Meeting | Scheduled contact with a prospect or client to set up a birthday lunch, telephone call or birthday card. |
| Business Meal | Appointment/Meeting | Business meals with business executives, business owners, and professionals. |
| Business Development | Project | Activity scheduled for development of the business. |
| Case Development | Appointment/Call/Project/Meeting | Activity scheduled for development of an account or client. |
| Closing | Appointment/Call/Meeting | Advisor helping a customer with a purchase decision. |
| Conference | Appointment/Call/Project/Meeting | A meeting with a prospect, client or business entity. |
| Fact Finding | Appointment/Call/Project/Meeting | Activities related to fact-finding interviews with a client and updating facts about the client. |
| Follow-up | Appointment/Call/Meeting | Activity scheduled to follow up on a particular event. |
| Initial | Appointment/Call/Meeting | The first scheduled meeting to discuss the prospect of a sale. |
| Internal | Project/To Do/Meeting | |
| Interview | Appointment/Call/Meeting | |
| Letter | Project/To Do | |
| Mailing | Project/To Do | |
| Maintenance | Appointment/Call/Meeting/Personal/Project/To Do | |
| Marketing | Project/To Do | Activity scheduled to market products. |
| Maturity (Investment) | Appointment/Call/Meeting | Activity related to the maturity date of an investment. |
| Meeting | Appointment/Call/Project/Meeting | |
| Other | Appointment/Call/Meeting/Personal/Project/To Do | |
| Personal | Appointment/Call/Project/Personal/Meeting | |
| Phone Call | To Do | Activity related to a phone call. |
| Pol. Delivery | Appointment/Call/To Do/Meeting | Activity related to policy delivery. |
| Professional Development | Project | |
| Presentation | Appointment/Call/Meeting/Personal/Project/To Do | |
| Renewal (Policy) | Appointment/Call/Meeting | Activity related to the renewal date of a policy. |
| Sales | Appointment/Call/Project/Meeting | |
| Schedule | Appointment/Call/Meeting | |
| Sick | Personal | |
| Service | Appointment/Call/Project/To Do/Meeting | |
| Telemarketing | Call/To Do/Meeting | |
| Training | Appointment/Call/Project/Meeting | |
| Travel | Appointment/Personal/Meeting | |
| Vacation | Personal |
Custom Types and Sub-Types
Users can define their own activity types and sub-types if they have the Drop-down Choice Customization user right. This user right must be enabled by an administrator.
For more information about user rights, see User Accounts - User Rights Content Link. The user creates custom types and sub-types using the Type and Sub-type menus of the Activity Detail dialog.