The Diary Module

The Diary Module


This document will cover the ‘Diary’ module, and all its features including:
Views
Alerts (Overview)
Viewings
New Event (Viewings/Meetings etc)


Options Section

 

New Event

Clicking on this icon will allow you to add a new ‘Diary Entry’ (see New Diary Entry further down this document).

Edit Event

Amend/change event already entered in the system.

Delete Event

Remove highlighted event.

Diary Range Section

 

Today

Will show diary entries for that day only.

Date Range

Display all events within a specified time period.

Outlook Section


Clicking on ‘Send to Outlook’ will send the current ‘view’ to outlook.

Print Section


Export to Excel

Export the current ‘view’ to Excel (only in the ‘List’ , ‘Alerts’ and ‘Viewings’ tabs).

 

Print Diary

Print the current ‘view’.

Diary Reports



Produce a report – You can download new reports by clicking ‘Download’. Select from the list any reports that you want to add (New reports will be selected by default). Then click update.

New Diary Entry (New Event)

A new diary entry can consist of the following ‘Types’:

-       - Event

-       - Viewing

-       - Call

-        - Meeting


   - Other


Start by filling in all the applicable information in the diary entry window– for example subject/type/date & time etc.

Once you have filled in all applicable information you can link the diary event by selecting ‘Assign to’ the following modules; tenancy/ property/work orders or contacts, these diary events will appear in the ‘Journal’ of that selected module.

You will have the option to set the event as ‘recurring’; this will automatically prompt the next event once the current event has been completed (you must tick the completed box).

Notice the ‘Attach’ and ‘Create Work Order’ option on the top of the ‘Diary Entry’ screen; you are able to create a work order directly from this screen attaching the diary event and the work order together.

Once you have filled in all applicable information ‘Save and Exit’, your new entry will now exist on the main ‘Diary’ screen.

Diary Views


You can select your default view in ‘Preferences’ - ‘General’ - ‘Module Descriptions’ - ‘Default View’

Dashboard

The ‘Dashboard’ view gives you an overview of the whole diary section.  Double clicking into any of the red bars takes you straight to that section of the diary.


List

The ‘List’ view will consist of all ‘diary’ type events (excluding ‘Alerts’), this list can be filtered and categories can be added based on your own requirements.

For example, notice the ‘overview’ filters all diary events and types – These can then be broken down to a ‘Category’ for additional filters.

 


To add your own ‘Categories’ go to the ‘New Event’ option and in that screen select the ‘Category’ option you will then be presented with the current list, from here select ‘new’ and add your new type. See example below.


You will now see your new ‘Category’ on the ‘List’ filters.

 

Note: You can add new users to the User Diary by going to the ‘Overview’ module, and selecting ‘User List’ select the relevant user and tick ‘Show in Diary’ option. This person will now be added to this list.

 

Viewings

The ‘Viewings’ tab along the bottom will allow you to see a breakdown of all viewings entered into the system and the current status.

Notice the filter options down the left hand side have changed in this view

To create a new viewing, select the ‘Viewings’ tab, at the bottom, then click on ‘New Event’.


This brings up the ‘Diary Entry’ screen. In the ‘Activity Type’ select ‘Viewing’ from the drop down box. Once you have filled in all the information click ‘Save and Exit’


Your new viewing will appear in your viewings list.

 

Day, Weekly and Monthly

These views affect how you view your diary events.

The ‘Day’ view lets you see events for users on a particular day.


The ‘Weeks’ view lets you see the events for users in a particular week.


The ‘Months’ view lets you see the events for users in a particular month.




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