Introduction

The Contact Overview tab is the default tab you see when opening a contact profile. It brings together Notes, Timeline and Tasks and Appointments in one place, helping you quickly understand who the contact is, what has happened so far, and what actions are coming up next.

Summary

• Notes
• Timeline
• Tasks
• Appointments

Notes

Most calls, texts, and emails made through the system are logged automatically on the contact timeline. However, you can also log notes manually from the Notes area in Overview tab when needed. Click "add a note/log" box, You can manually log:

• Note

• Call 

  • You may choose outcome when logging a call.

• Text

• Email

• Viewing

  • Add completed viewings only

  • Record the start and end date and time

  • Location(required): Search for and link an existing property by address

• Doc

  • Click Upload to add files. Upload from:

    • Local files

    • Google Drive

    • Dropbox

    • DocuSign

  • Uploaded documents are automatically synced to the Documents tab

Manually logged activities do count toward reporting. You also have the option to pin an important activity so it stays at the top of the timeline for easy reference .

Timeline

The Timeline records everything related to the contact in chronological order, such as note, communication activity, system log etc. It gives you a clear, end-to-end history of interactions and actions about the contact. Filters allow you to focus on specific types of activity if needed.

Tasks

The Tasks panel shows tasks linked to the contact, and each task displays its status, due date, and assigned agent, helping you stay on top of next actions. You can filter these tasks by clicking on the Settings Cogwheel icon and selecting to display your tasks, completed tasks, and auto tasks. 

To manually add a task, click on the "+" button. You can then write in the task description and choose who the task is assigned to. The task type can be selected (email, call, text, other) as well.

 The "Call" type is important to select here if you want this to be added to a Smart Call List (link). The due date is very important as well and choosing a specific time will allow for a reminder to be triggered 30 minutes before the task is due with a push notification. If you want to select an additional reminder option (no reminder, by SMS, by call, by email), you can also do so. 

For more information about task management, please check Task Management.

Appointments

The Appointments section lists general appointments and viewing requests related to the contact:

General Appointment displays:

• Location

• Description

• Time

• Owner

You can filter these appointments by clicking on the Settings Cogwheel icon and selecting to display your appointments only and completed appointments.

Viewing Request displays:

• Property address (click to view property detail)

• Requested date and time

• Actions:

  • Reject

  • More Actions(...) :Edit, Cancel, and View Detail

Note: These appointments are external invitations to the contact. If you do not want the contact to be aware of the event, create a Task instead. The contact can view the appointment's title and description if you have integrated your calendar.

You can either create an appointment manually or arrange a viewing by clicking the "+" icon at the top right-hand corner of the "Appointments" section:

Arrange a Viewing：

Please check Arrange a Viewing for detailed information about arranging a viewing.

Create an Appointment:

In the pop-up window, you may enter description, time, location, and select reminder, owner and participants. Please note:

• If the participant is a LoftyWorks user, this appointment will automatically be displayed on their LoftyWorks calendar and they may choose to accept or reject this appointment.
• Your appointment invitation and reminder will be sent to contact by either Google Calendar or Outlook Calendar if connected. Go to Settings->Integrations to connect either of them.

For more information about tasks and appointments in Calendar, please check Using the Calendar: Tasks, Appointments and Events.

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.