The Communication section allows you to create and store all contact with a customer (previously called Contact History). The Communication tab of the Customer screen stores all contact details and appointments. Appointments are also shown visually on the Appointments diary.
The 2 displays are interlinked so that changes in the customer screen flow through to change the appointment diary and vice versa.
Creating a New Appointment
1. Begin by creating a new customer in the customer database. Click Add and complete all of the details including the classifications. Press Update to save your new customer.
2. The first thing to record against a new customer is the initial meeting/phone call. Click the New Communication button on the left of the customer screen.
The new appointment window opens:
3. Set the Date, Time and Duration at the top of the window.
4. Select an Action. Actions include appointments, calls, letters, visits etc. Click Edit Popup Contents so you can add your own. This is the same list of Actions that can be setup/accessed via the Appointment Diary menu.
5. Select a Resource from the next drop down box. This will usually be the person involved with the appointment. This will default to the salesperson of the customer but can be changed. This is the same list of Resources that can be setup/accessed via the Appointment Diary menu.
6. Enter any free text information into the Comments box.
7. If appropriate, you can enter an estimated value, which could be an initial budget given by the customer or an estimated value of a quote you will do.
8. If this is an appointment scheduled for the future you can press Update to save the appointment as it is, without specifying a result. You will see this on a new line on the customer screen.
You will be able to reopen this appointment when you have a result to record. If you are using the Opportunities module, you are able to select an opportunity at this point.
TIP - To save time, if users often begin Communication by selecting the same fields (resource, action and duration) you can set defaults within the Users menu under System Config.
Communication (Contact History) articles:
Creating a new appointment (communication entry)