Logging calls and activities

Introduction

An activity is one conversation with a client and its outcome. Logging it does four things at once: writes the entry on the client’s timeline, updates the client’s last response (what the reports count), moves the stage when the response calls for it, and books the next follow-up. Only the person the client is assigned to can log on them.

Logging an activity on the web

1. Open the client and click Log activity (in the header or on the Activity tab).
2. Pick the Activity type: Call, Email, SMS, Meeting, Site Visit, WhatsApp or Other (your company’s list).
3. Choose the outcome tab: Follow-up (the conversation continues), Success (the client is booking) or Dump (the client is not proceeding).
4. Pick the Response type, and the Sub-response when the response has one. The defaults are Qualified (Prospect Generated, Normal Follow-up, Call Back Later, Under Discussion, Under Negotiation, Site Visit Scheduled, Meeting Done and so on) and Not Connected (No Response, Call Later, Not Reachable / Switched Off and so on).
5. Write the Remarks (required, up to 500 characters): what was said and what happens next.
6. Set the Next follow-up date and time (required on the Follow-up tab) and click Save activity.

Logging from the phone

1. Open the client and tap Call, WhatsApp or SMS. When you come back to BMexa the log sheet opens by itself: How did it go with <name>? Log it while it’s fresh. You can also tap Log activity at any time.
2. Choose Follow-up, Success or Dump at the top, then the Activity and the Response (on Success and Dump it reads Reason).
3. Type the Remarks.
4. Pick the Next follow-up with one tap: In 2 hours, Tomorrow 11 AM, In 3 days, Next week or Pick date & time. Outside 9 am to 8 pm, “In 2 hours” moves to the next morning.
5. Tap Save. Not now closes the sheet without logging; a banner on Home and Actions then reminds you Call not logged: <name> · Log it until you do.

What the response does

• The stage moves on its own: Qualified-type responses set Qualified, Site Visit Scheduled sets Visit scheduled, Under Negotiation sets Negotiation, anything else sets Contacted. See Stages, status and lead temperature.
• Site Visit Done and Re-visit Done cannot be logged as a call: record them with Check in site visit on the phone, which checks the location against the project’s site pin. See Site visits.
• The first activity on a new client stamps the first response time, which the response reports use to measure how fast leads are picked up.
• Each entry carries a device stamp (Logged from the web app, from a phone or from the BMexa app) and, where the company records locations, a location reading that the person’s managers can open.