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Creating New Activities - An Activity Form Checklist
Creating New Activities - An Activity Form Checklist

Learn how to create a new Activity and link it to a Business, Person, Task or Project.

Lisa Machin avatar
Written by Lisa Machin
Updated over 4 months ago

An Activity is a way of recording all the lovely and important things (jobs, promotions, benefits) you have done for your BID Area and levy payers. Activities are here to help you record the value of what your team have done for the businesses.

All members of the team should add what they are delivering for your member businesses into the system as Activities so you can see what and how value is being delivered and then you can understand which members have had something and which members have not driving a higher level of engagement - Activities drive the Reports, Projects and Business Timelines.

There are a few ways you can create a new Activity.

  1. From the Activity Tab, select the new blue '+' button

  2. From within a Business record

  3. From the main Directory

  4. Using the Activity Wizard

  5. Using the Quick Create button

There is no right or wrong way to create an Activity it is all based on user preference!

What steps do I need to follow when creating a new Activity?

  1. Amend the Date and Time if necessary.

  2. Choose an Activity Type from the built-in Activity Types.

  3. You must choose an Activity Subtype, the new Activity will not save without an inputted Subtype. If the Subtype you require is not in the list you can create a new one, see a user with Admin permissions.

  4. Public Description: this is a very important step in the process it allows you to capture what was done during the Activity. For example: 'Bob had a 30-minute meeting with the Manager', keeping engagement levels high, everyone in the team knows exactly what was discussed/delivered which can also used when communicating with your members. (Shows on a Business Timeline)

  5. Add the Cost and Value if you need to - Using Cost and Value

  6. Add Quantity, for instance; it might be useful to input the number of people or visitors you have interacted with or how many items of rubbish were collected.

  7. Add a Note - Notes are an internal tool which allows you to add further context to the Activity outside of the brief Public Description. (Is not shown on a Business Timeline)

  8. Adding a Location is optional - if you would like to take advantage of our Activity reporting heat maps then it is essential that you give your Activities a location. If you have multiple Businesses attached to an Activity you will need to add a location each time.

  9. Display on all Timelines - this is useful if it is something that should be recorded across all records in the database.

  10. Hide from Guest - This is useful if you would like the Activity not to be included in the Business Timeline feature.

  11. Add Images or a PDF - this can be useful of you have a form or PDF of something you would like to keep a record of.

  12. After you have filled out all the relevant information you can save and close, or to continue creating more Activities, 'save + new'. **All Activity information can always be edited and amended.

Here is a little video on adding an Activity through the Directory 👇🏻

Using the 'Bulk Action' button

You can also add Activities to multiple businesses using the blue 'Bulk Action' tool, if you have delivered the same thing for multiple businesses you can filter the database to the collection of businesses involved and click 'Bulk Action' fill out one Activity form which will be displayed on each business's timeline 👇🏻

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Another useful article to read is 👉🏻 Getting the most out of Activities

You can search our collection of help articles here 👉🏻 Vicinity Help Desk or we have a useful video of using the system basics here 👉🏻 Back to Basics

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