Account administrators can create custom Activities to better reflect their organization’s hiring process. Please refer to our Best Practices Guide for inspiration and ideas if you haven't already! Default Activities may be renamed or deleted. Currently, each Crelate organization is able to have up to 15 unique Activities on our Professional, 20 on Business and 30 on Enterprise. Creating, editing, or deleting Activities requires a Crelate administrator account.
To access the Activities section, first navigate to Settings and then click on the Activities tile under Basic Setup. The Activities slider will appear on the right side of the screen. To create a new Activity, click on the green plus sign (Add new Activity type). The Activity customization fields will appear below the list of currently existing Activity types.
The Activity Name, Plural Name, and Past Tense are what the user wishes to call the new Activity. These names will appear when the Crelate organization references this item. The Abbreviation is what the Activity is labeled when the full name is not visible (most frequently, on small and medium sized Candidate tiles on the Search Board). The Icon is the graphic associated with the Activity (usually seen on Candidate tiles on the Search Board and relevant Activity Streams). Users may also set a Color for the Activity type.
Users may set a Mode on the Activity type. This can set the specified Activity to prompt the user if they would like to send a calendar invitation to recipients or subjects related to the specified Activity type, prompt the user to fill out a Placement form, or behave as a standard activity record.
Below, we will discuss additional custom actions you can take with each activity:
1. Setting Available On will determine which record types the created Activity will appear. By default, Activity Types are set to no records. Users must determine which records the created Activity type will appear under otherwise it will be unavailable for use.
2. Reach out - Only activities that are marked as a ‘reach-out’ activity will update the Last Reach Out Date. You may select the drop down to address when, if ever, you'd like that date to update. For both Reach out and Engagement, check out the Value of Utilizing of these Date Fields.
3. Engagement will update the last engagement date whenever that activity is completed on a record. You may select the drop down to address when, if ever, you'd like that date to update.
4. Setting Activities to Display on the Client Portal will allow the instant sharing of specific activities with your clients once those activities are completed.
5. By setting Allow Attaching Documents, users can attach a document to a created Activity. Unless a user sets this option, users will be unable to attach Documents directly to an Activity. Enabling this option will produce two additional options: to Select document type and Attachment is Required. Select Document Type allows any document attached to the Activity type to automatically be treated as the selected Document Type. Attachment is Required ensures that the Activity Type cannot be saved without first attaching a document.
6. You may select if you'd like to include a Default Activity Form for a given activity. This will automatically populate that template when creating that activity.
7. You may enable a Default Follow-Up Activity to easily schedule follow up reminders as soon as completing the first activity.
7. Mentions can be enabled, enabled using the @ symbol, or completely disabled
8. Notes may contain a very similar rule listing to your activities. You may enable or disable the the reach-out/engagement option here. This way, when creating a note, you may choose if you'd like that to update this date field.
9. Similar to #4 you may also allow completed notes to display instantly for your client's review.
After making the desired changes to the Activity Type, click the green Save button at the top of the screen.
There's a ton to learn about activities! Check out a few guides below to get started!