Event & Availability Scheduling

This article was developed to describe the event & availability scheduling process within the Forth CRM. This article includes the following topics:

• Overview
• Scheduling an event
• Availability Scheduling
• Editing and deleting events

• Dismissing events

   

Overview

Calendar events can be used to track phone calls or in-person meetings scheduled with contacts. You can set up preset event types or create free-form events. 

Scheduling an event

There are two ways to schedule an event:

• Using the Calendar Tab
• Using the Client Dashboard

Using the Calendar Tab

1. From the Calendar tab, click Schedule Event found in the Navigation Bar as shown below.
   
    
2. The Schedule Event window opens.
   
3. Search and select the contact you want to schedule the event for.
4. Complete the appropriate fields as needed.

   • The user scheduling the event will be defaulted as the assigned user for the event.

     NOTE
     Depending on permissions of the user scheduling the event, they may change the assignment to another user if needed.

   • Select an option from the Event Type menu. Event types can range from general terms such as meetings and phone calls to initial contact phone calls, follow-up phone calls, etc. 

   • Changing the event "View" dropdown menu to Public or Private affects whether other users will be able to see the event on calendars. 

     NOTE
     A location and description is not required but can be used to provide extra information about where the event takes place or what the event is scheduled for.

5. Click Save Event at the bottom of the dialog box when finished.

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Using the Client Dashboard

1. From the Client Dashboard, click the Events nested tab.
   
2. Click the Schedule Event button (see image above).
3. The Schedule An Event window opens with the contact's name already inserted (see the highlighted area in the image below).
   
4. Complete the appropriate fields as needed.

   • The user scheduling the event will be defaulted as the assigned user for the event.

     NOTE
     Depending on permissions of the user scheduling the event, they may change the assignment to another user if needed.

   • Changing the event "View" dropdown menu to Public or Private affects whether other users can see the event on calendars. 

   • Select an option from the Event Type menu. Event types can range from general terms, such as meetings and phone calls to initial contact phone calls, follow-up phone calls, etc. 

     NOTE
     A location and description is not required but can be used to provide extra information about where the event takes place or what the event is scheduled for.

5. Click Save Event located at the bottom of the page when you are finished.

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Availability Scheduling

1. From the Calendar tab, click Availability Schedule.
   
   The Users Availability window opens.
   
2. Select a date range using the Start Date and End Date pickers.
3. Select the time range in which you are available from the Times menus.
4. To specify the types of events that can be scheduled during these types, click the desired options under Event Types.
5. If desired, you can add any dates you do not want to be shown as available in the Exclude Days section.
6. Click Add To Availability at the page's bottom left.

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Editing and deleting events

Deleting events is used when the event hasn't happened yet and you no longer need it.

1. From the Calendar tab, navigate to the date of the event you want to edit.
2. In the left-side panel, click the "pencil and paper" Edit icon next to the date of the event (see the highlighted area in the image shown below).
   
3. The Schedule An Event window opens.
   
4. Do one of the following:
   • Edit the event as needed, and then click Save Event when finished; OR
   • Click Delete at the bottom left of the page to remove the event from your calendar.

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Dismissing events

Dismissing events is used to change the status of an event and add notes to it. It can be used to trigger an action in a workflow if one has been assigned to it. You can also set up a form to pop up when dismissing certain types of events.

1. From the Client Dashboard, go to the Events nested tab. The Events nested tab displays Upcoming and Past events.
   

2. Click the document icon under the Dismiss column icon for the corresponding event. The Dismiss Event window opens. 
   

   NOTE
   Depending on the event type you will have different dismissal options.

3. When finished, click Update Event Result at the button left of the popup.

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