How to use the Follow-up Calendar in Leadnote

The Follow-up Calendar is a single page that shows what is due on every day: lead follow-ups, to-dos, quote follow-ups and invoice follow-ups. Open Follow-up Calendar from the sidebar, choose Month, Week, Day or Agenda, and click a day to see everything that falls on it.

What you see on the page

The page is titled Track Follow-ups, To-Dos, Quotes & Invoices. A toolbar at the top has the Previous and Next buttons, Today, the title of the period (click it to open the month and year picker) and a view switch. The main area is the calendar itself. To the side is a panel for the selected date.

Choose what to show

The Show on calendar menu has five choices:

Items are colour coded by type, and entries that are overdue stand out. A summary next to the filters tells you the count, for instance "12 lead follow-ups".

Four views

• Month shows a grid. Each day lists two entries, a "+N more" line for the rest and a count on busy days. The week starts on the day your organisation or language uses.
• Week gives each day a column with its entries, handy for planning the week's calls.
• Day focuses on one date.
• Agenda is a flat list of the next 30 days that have activities, in order. If nothing matches it says no activities fall in that window.

Narrow it down

Next to the view switch you can filter by:

• Team (if your workspace uses teams).
• Assigned to: All users or one person. Only Account Owners and Managers see this filter.
• Potential: All potentials, High, Medium, Low or Not Relevant.
• A search box ("Name, number, company or notes") that searches the current view.

Clear resets the filters and the refresh button reloads the data. If a very large date range returns more records than fit in one request, a warning tells you that the range is cut off. Narrow the period to see everything.

Work with a day

Click a day to select it. The panel on the right is headed Selected date and shows the day heading and the number of matching activities. Each entry shows its title, the time or the word Overdue, a label for the kind of activity, who it is assigned to, its status, its potential and, for quotes and invoices, the amount. The panel also has an Add to-do button. If your role may not create to-dos, the button explains why.

Click an entry on the calendar to open it. Lead follow-ups open the lead, to-dos open the to-do in the Tasks screen, and quotes and invoices open the document. They open in a new browser tab, so you do not lose your place on the calendar.

Add a to-do from the calendar

Double-click a day, press N, or use the + that appears on a day cell or the Add to-do button in the panel. The to-do drawer opens with that day as the due date and a time already filled in: 09:00 on a future day, or the next full hour if you pick today. Fill in the lead, description and assignee as usual. See How to create a to-do task. A due date in the past is refused with "Due date cannot be in the past".

Keyboard shortcuts

Click a day or press Tab to put focus on the grid, then use:

The page prints this list as a hint under the filters.

Who sees what

The calendar shows the records you are allowed to see. Account Owners and Managers see the whole account. L1 and L2 users see follow-ups of leads they can open and to-dos assigned to them or created by them. With team visibility on, they also see teammates' items. See lead visibility rules.

By default L1 Users can view, create and edit calendar items, and L2 Users can view and create. The Account Owner can change this in the permission matrix.

The calendar on your phone

The mobile app does not have a month grid page like the web. Its Follow-Ups tab has a week strip with a count under each day, which you can expand to a full month, and the list of that day's follow-ups below. See Overdue and today's follow-ups.

For your phone's own calendar, open a lead and use Calendar. The app opens your calendar app with a new event for the lead's next follow-up, titled "Follow-up: name". If no follow-up is set it offers Set follow-up instead. On a to-do, switch on Add to phone calendar before saving. If the phone has no calendar app the app tells you "No calendar app was found on this phone."

Tips

• Use Week view on Monday morning to spread the week's calls evenly.
• Filter Potential to High to plan your best leads first.
• Keep the Agenda view open during the day for a clean list of what is next.