How to Manage Activities in the Calendar

Step 1: Access Calendar 

First, log in to your Pabau account, and in the left sidebar menu, click on ''Calendar''.

Step 2: Access the Activities Dashboard

On the far right-hand side of the calendar view, click the ''Activities'' button. This will open a dedicated view where you can manage all activities in one place.

Step 3: Overview of the Activities View

In the Activities view, tasks are grouped by employee and displayed based on the selected date. This layout gives you a clear and structured way to monitor workload and task progress across the team.

Here’s what the view includes:

• Employee Columns
  Each column represents a team member, showing their assigned tasks for the chosen date. If there are no tasks, a prompt to create a new activity will be available.

• Date Navigation
  At the top of the page, use the arrows or the calendar icon to move between dates. This lets you view activities for previous or upcoming days.

• Employee Filter
  Use the dropdown menu to filter activities by specific team members. This is useful for focusing on individual workloads or monitoring specific roles.

• Location Filter
  Apply the location filter to view activities scheduled at a particular clinic or site. This is especially helpful for multi-location practices.

• Activity Cards
  Each task displays its title, the assigned employee, description (if provided), and the due date and time. These cards can be clicked to view, edit, or update the activity details.

• Completed Section
  At the bottom of each column, you’ll find a ‘Completed’ section. Once a task is marked as complete, it moves to this section with a timestamp, making it easy to track progress.

Step 4: Create a New Activity

To create a new activity, click the ''Create Activity'' button under the name of the staff member you want to assign the task to.

Once you click on Activity, a pop-up window will appear with several fields to complete. Start by selecting the activity type at the top - options include email, call, message, and meeting, each represented by an icon. Choose the one that best fits the task you're logging.

In the Subject field, enter the title or subject of the activity.

Next, use the date and time fields to specify when the activity should take place. If needed, you can provide additional context or instructions in the activity notes field.

The activity will automatically be assigned to the team member selected in the calendar view. If needed, you can change this and assign the activity to a different user before saving.

When creating or editing an activity, you can also add the lead or patient name so it’s clear who the task relates to - making it easier to track follow-ups and client interactions.

After filling out the fields, you can choose to save the activity to the client card, cancel it, or mark it as done if the task is completed and you want to log it.

Once saved, the activity will appear in the calendar under the selected staff member's name.

Step 5: Edit, Delete, or Complete an Activity

To edit or delete an activity, locate the activity in the calendar and click the three dots next to it.

To mark an activity as complete, simply tick the checkbox beside it. The activity will move to the "Completed" section with the completion time recorded, making it easy to track progress.

To unmark a completed activity, click on the completed task and untick the checkbox. This will move the activity back to the active list.

By following these steps, you can efficiently manage all activities in the calendar, keeping your team organised and on track.

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