What is the Calendar?

The calendar in ForceManager allows you to plan your daily workload, organise activities, and schedule various events.

The calendar includes all events and reminders:

• Events: These are planned activities that occur on a specific date and time, such as a meeting or a visit.

• Reminders: These are planned activities that need to be completed but do not have a set deadline.

Once you have logged into ForceManager Web, click on the Calendar option in the app menu to view or manage your appointments. By default, the calendar is displayed in “month” view, but you can also view it by “day,” “week,” or “work week.”

You can also see scheduled reminders within the calendar. To activate this option, click on the “view” icon.

In the mobile app, you can view the calendar by day, month, or day route. On Android devices, you can distinguish between past and future events by the colour of the text:

• Past events are shown in grey as inactive.

• An orange line indicates the current day and time.

• Future events remain as they were created, white and bold.

The “Day Route” option will not be activated until the events for that day in your calendar are geolocated.

You can also view pending appointments in map format.

You can apply filters to view specific information from the top bar:

• Owner: Select all users whose visits you want to view for the selected day.

• Account: Filter by account to see if you have pending visits.

• Opportunities: Filter by opportunities set for each account.

• Date: Select a specific date to see pending or completed visits by one or more users.

• Time Zone: Select a specific time zone to view corresponding appointments.

Within the Calendar menu, click the “Add event” button. Then, fill in all the details in the creation form:

• Event Subject.

• Date and Time: Enter the day and time of the event. You can set a specific time or mark it as “all day.” Additionally, you can schedule it considering different time zones.

• Event Reminder: Set a reminder to receive a notification before the appointment, e.g., 15 minutes prior.

• Owner: Define the owner of the appointment. By default, it will be your user. If you manage a team’s schedules, you can assign appointments to other users.

• Activity Type: Select the type of activity: visit, video call, etc. For example, if you select “video call,” an additional field will appear where you can indicate the video provider: Microsoft Teams or Zoom. The system will generate the corresponding link for you to copy and share with event participants.

Note: Email and calendar synchronisation must be set up to do this.

• Account: Indicate the client, potential client, partners, etc., with whom you will have the appointment.

• Opportunity: If an opportunity related to the event is created, you can link it.

• Invite Colleagues: You can invite different types of participants to an event: contacts, organisation members, and external users.

For detailed information, go to the Knowledge Base and search for “How to add participants to an event.”

• Notes: You can add notes.

• Another Address: If you indicate the “Account” field, the event will have the linked account’s address by default, but you can add another location if the event is held elsewhere.

Once all information is completed, click “Save.”

Tap the “more” button and enter the event details, noting that the Subject and Date fields are mandatory. Once the necessary information is entered, tap the Save button. The button location may vary depending on the device.

Another option for creating an event using the mobile version is by voice, thanks to our artificial intelligence. For more information on how this feature works, see the article “Quick event and activity creation by voice” in the Knowledge Base.

You can view the date and time the event is scheduled. See the subject and added details. Check the distance to the account’s location. You can check-in when you are at the account’s location. If calendar synchronisation is enabled, you can view participant responses (Accepted, Tentative, No response, or Declined) by clicking the Participants button.

You can also register a new contact by clicking on the participant’s email. Then select Create new contact, enter the necessary information, and save it.

Regarding email synchronisation, emails sent and received from CRM contacts and accounts will be recorded in ForceManager. The following data will be included in this automatically registered activity: subject, content, and attachments.

Regarding the calendar, you can create and manage your events and activities from ForceManager or your email provider with two-way calendar synchronisation. ForceManager will ensure both calendars are fully synced.

Let’s see how to activate two-way email or calendar synchronisation from the web version:

1. Access your profile from the user icon and select “My profile.”

2. In the Tools section, you will find the “Email and calendar synchronisation” option.

3. Choose the type of synchronisation to set up. Select “Two-way synchronisation” if all actions performed in ForceManager need to be reflected in the calendar and vice versa. This way, everything you plan in your calendar will be imported into ForceManager.

4. Indicate whether you want to sync only your calendar, only your email, or both.

5. Once defined, enter the credentials to start synchronisation. Remember, you can pause or stop calendar or email synchronisation at any time by selecting “Stop synchronisation.”

You can identify a video call event by the “video” icon, and when you click on this event, you will see the “Join meeting” option, allowing you to join the video call with your client, lead, prospect, etc.

A video call activity will be automatically created with the meeting duration at the end of the video call. When you return to the ForceManager app after the video call, you will see the post-video call report where you can add comments or relevant information about the meeting. Once completed, you can close the form, and the system will record this new video call activity.