Scheduling a Team Appointment

If you are a member of a team account, you can check the availability of other team members and schedule group appointments.

Note: The functionality covered here will not be available unless you are a member of a team.

Scheduling a team appointment:

1. Open the Add Activity form. How?

   • From the Main Menu bar, go to Calendar > Add Activity.

2. From the activity Type drop-down list, select Team Appointment.

3. Select the team members you want to include in this Team Appointment by selecting the Edit Selections link in the Team Attendees section. Select the check boxes for each team member and then click Done.

4. Define a Date and Time for the appointment then click the Team Membership Availability link to confirm that all team members are free for the specified time. If there are conflicts, change the time defined in the Add Activity screen.

5. Fill in the remaining activity details. Required fields are indicated by an asterisk. For a complete list of the fields and their meanings for each activity type, see the " Add Activity Form" reference topic. Some fields to note are:

   • Link to Listing/Closing More Info:

     If the activity is related to a listing or closing, you can link the activity to it. You can also make the activity date dependent on important listing or closing dates.

     1. From the Link to Listing/Closing drop-down list, select whether to link the activity to a Listing or Closing.

     2. Select the listing or closing from the drop-down list below.

        Note: If the record you want is not listed in the drop-down list, click the View All [Record Type] link. Select the record and then click Select [Record Type].

     3. To automatically adjust the activity date based on a listing or closing date, in the Date section, select the Auto-adjust dates when changes occur to check box. Select the date you want the activity date dependent on from the drop-down list below.

     Once the activity has been marked done, you can choose to have it appear on the appropriate service report.

   • Recurrence — See " Creating a Recurring Activity" for more information. This option is only available when None is selected in the Link to Listing/Closing section.

   • Drop from Activities — Not available for appointments. More Info:

     The drop-off date comes into effect if you do not mark the activity done on the scheduled date. When the activity date has passed, the activity remains in the Activities Summary screen for as many days as you select from this drop-down list.

     Note: Selecting Do not drop off ensures that the activity remains in the Activities Summary screen until you mark it done if you are viewing a specific activity type. The Do not drop off setting is not applicable when viewing All Activities on the Activities Summary screen. Example:

     The Activities Summary Screen

     

   • Reminder More Info:

     You can receive email reminders for your appointments. If you also use the Google Calendar, you can set up Top Producer Google Sync to receive additional reminder types, including mobile alerts on your device and pop-up reminders. If instead you use the Outlook Calendar, you can set up Top Producer Outlook Sync to receive these additional reminder types.

     1. Select when you want to receive the reminder from the Reminder drop-down list, and then select Remind me by email.

     2. By default, the reminder is sent to the email address specified in your My Account settings. Specify a different email address in the field provided, if desired.

     Note: To ensure you receive your email reminders on time, if you set the reminder to 30 minutes or less, you will receive a reminder via email 30 minutes before the appointment. Example: If you set a reminder for 5 minutes before an appointment, you will receive the email reminder 30 minutes before the appointment is scheduled.

6. If you started from a contact, referral, listing or closing record's Activities tab, the activity will be automatically linked to the associated contacts. You can link more contacts in the Contacts section, as well as view/remove contacts. More Info:

   • Click the Search & Attach Multiple Contacts link to use the Search for Contacts feature. For more information on the fields available when performing a search, see the "Search for Contacts Screen (Activities)" reference topic.

   • Remove linked contacts from the activity by clicking their Delete icons. Alternatively, remove multiple contacts by following these steps:

   • 1. Click the View/Remove Contacts  link.

     2. From the Linked Contacts dialog box, select the check boxes beside the contacts you want to remove, or click the check box in the header to select all contacts.

     3. Click Remove Contacts.

     4. Click Close to return to the Activity Details screen.

7. When you have filled in all the required fields, you have the following options:

   • Click the Mark Done action link to save your changes and mark the activity as complete.

   • Click the Add Activity button to save the activity, send the meeting invitation to the other attendees, and display the Activities Summary screen.

   • Click the Save & Add Another Activity button to save the activity, send the meeting invitation to the other attendees, and display another Add Activity form.