Activities are tasks created in Brightpearl that will display in your calendar and on your personal things to do list (My Events). If they are assigned to a customer or supplier, they will appear on the contact timeline screen to help your team see what communication is being made.
An activity can be an event, a call, a job, a follow-up activity, a meeting, a holiday or just a thing to do! Assign them to one or more staff members, create them in relation to a particular customer and track progress using the activity status.
Brightpearl tasks and events are best used for CRM- or ORM-specific tasks, when you want to share information within your Brightpearl users and need it to show on the contact record or timeline. For example: calls with customers, or requests from managers to staff such as to do a stock take.
Events will most often be created for a customer or supplier from the timeline screen. Events are by default private, and your customer/supplier will not receive notifications or updates.
Alternatively, create a task, call, meeting or event using the quick-add (+) icon on the left of the screen, or the large green Add new button at the top of the events list.
Viewing tasks, activities or events
- For a list of events, go to Username > My Events. Or use the Quick Search box.
- To see your tasks on the calendar go to Username > Calendar: Day, Week or Month.
- To see the activities associated with a contact, go to their timeline.
Only open events are displayed on the event list. An activity is considered closed when it is either in the past or has been marked complete.
The calendar view allows you to drag and drop events, and also change the event duration.
Marking a task, activity or event complete
Open to edit the task and change the status, or you can go to the event list and click the Mark complete link.
Every event must have a manager (owner); this person will be able to edit the event information and add other people to the event. The owner is also responsible for ensuring that the event is completed.
You can assign additional staff to an activity, for example, people signed up for a training event.
- Search for, and click to edit the activity.
- In the People section select the staff member from the Add drop-down menu.
- Click Save changes.
Event contacts and projects
By default when creating a job for a project, every member of the project is added to the event with all notifications turned off. When you assign an owner for an event, upon saving the event Brightpearl will make sure that the owner is set as an administrator for the event.
Brightpearl can automatically email the event team members when the event changes. To determine whether the email box is ticked for new events, go to Settings > Tasks/Activities > Activity Defaults.
You can update the email notifications for each individual event regardless of the above setting. Here's an example of an email notification:
SMS notifications are no longer supported.
Email format and information
The message that is sent to the contacts is defined using the Brightpearl templates, set up at Settings > Templates > Document Templates. The default template used is called "Task update email".
Staff members will see all notes, and clients will only see public notes in their email notification.
If you are a user of the event you can add notes to it at any time. You can also upload files with the note which can later be downloaded by any member of the event. If you tick the “notify contacts” box when you upload the file, then all contacts on the event that are set to receive email notifications will get the file as an email attachment. Event clients only see “public” notes, and event staff see all notes.
Only public notes are visible when viewing events on the website portal.
Deleting or hiding events
Events can be deleted, but only by the person who created them. And if you want to keep a record of it you can hide it from your Event List and Calendar by simply marking it as complete. Your list and calendar only display open and future tasks/activities/events. If you wish to view a closed or historical event you can use the filters on the Event List to include completed events.
To completely delete a task/activity/event:
- Search for and open your task/activity/event. You can find it using the Quick Search box, the Event List in My Events or on your calendar.
- When the activity window is open, click on the Delete link.
- Click OK to confirm you want to delete the task/activity/event.
Activity (event) status
Activity Statuses are used for tracking the progress of your tasks/activities/events. For example:
- Not started
- In progress
You can filter your Events List by these statuses to make sure you keep track of them.
To edit the statuses go to Settings > Tasks/Activities > Activity statuses. You can add as many as you need and then use the setup screen to specify your default statuses for new and closed activities; go to Settings > Tasks/Activities > Activity defaults.
Synchronizing with other calendars
Integrating your Brightpearl calendar with other systems such as Google or iCal is not supported. Brightpearl activities are intended for internal use only. If you need an event with a reminder, use an external calendar or todo list.