As businesses grow and client interactions multiply, staying on top of updates becomes more challenging. Missed opportunities, forgotten appointments, or delayed actions can hinder success. That’s where Activity Cards step in—a groundbreaking feature in your CRM designed to simplify and supercharge your workflow.

Activity Cards provide real-time, consolidated insights that keep you informed of key updates without navigating through multiple modules. From opportunities to invoices, appointments, and even Do Not Disturb (DND) notifications, everything you need is presented in an easy-to-read format, allowing you to make swift, informed decisions.

Imagine a workspace where you no longer have to dig through multiple tools or tabs to stay updated—Activity Cards bring this vision to life. Let’s explore how they work, why they matter, and how to use them effectively to streamline your business operations.

⭐ Why Activity Cards Matter to Your Business

Activity Cards aren’t just a nice-to-have feature; they’re a powerful tool that can transform the way you manage your daily operations. Here's why:

Instant Updates in One Place

Whether it's a new opportunity, a payment received, or a canceled appointment, Activity Cards notify you in real time. No more switching tabs or waiting for updates to appear elsewhere in the system.

Time-Saving Features

With just a click, you can access or modify appointments, opportunities, or invoices. This eliminates the need to navigate through multiple sections of the CRM, saving precious time.

Improved Decision-Making

Access to real-time insights means you can act faster and more confidently. By reducing delays, you enhance customer satisfaction and operational efficiency.

Increased Accountability

Each activity card ensures that no update goes unnoticed. This helps you track progress, stay accountable, and prioritize actions that need immediate attention.

⭐ How to Use Activity Cards in Conversations

Here’s a comprehensive guide to using Activity Cards to make the most out of this feature:

1. Opportunities

Opportunities are the lifeblood of business growth. With Activity Cards, managing opportunities has never been easier.

What happens?

• Whenever a new opportunity is created, updated, or deleted, an Activity Card is automatically generated in the Conversations tab.

How to respond:

• Simply navigate to theConversationstab and find the relevant Activity Card. Click“View Opportunity”to instantly access the opportunity's details.

What can you do?

• Update fields like deal value, stage, or owner.

• Add notes or comments to the opportunity for better tracking.

• Once edits are complete, hit“Update”to save changes.

By making real-time updates directly from the card, you’ll never let a potential deal fall through the cracks.

2. Appointments

Appointments are a cornerstone of client engagement. With Activity Cards, every change to your calendar is seamlessly tracked.

What happens?

• Activity Cards are generated whenever an appointment is created, rescheduled, or canceled.

How to respond:

• Click on the“View Appointment”button within the card to edit appointment details.

What can you do?

• Modify the appointment time or date.

• Update attendee details or add new participants.

• Include notes or special instructions for the meeting.

This ensures that your schedule remains up-to-date and synchronized across all team members, providing a flawless experience for your clients.

3. Do Not Disturb (DND)

Keeping track of client preferences, such as DND settings, is vital for maintaining effective communication and respecting boundaries.

What happens?

• Activity Cards notify you when a contact is marked as“Do Not Disturb”or removed from the DND list.

How to respond:

• Take immediate action based on the notification. For instance, you might pause a scheduled campaign or follow up after the DND status is lifted.

This feature ensures you’re always aligned with client preferences, avoiding unnecessary interruptions or miscommunications.

4. Invoices

Managing payments is critical to maintaining cash flow and client satisfaction. Activity Cards simplify this process by providing instant notifications.

What happens?

• Activity Cards are generated for sent invoices or received payments.

How to respond:

• Click on the“View Invoice”button within the card to open detailed invoice records in a new tab.

What can you do?

• Check payment status or due dates.

• Edit invoice details, such as amounts or line items.

• Share the invoice link directly with clients if needed.

• With Activity Cards, you can keep financial transactions transparent, accurate, and up-to-date.

⭐ Customizing Activity Cards to Match Your Workflow

Activity Cards are a powerful tool, but their true potential lies in how well they align with your business processes. By customizing Activity Cards, you can tailor them to provide the exact insights and notifications that matter most to you and your team. Here's how you can make Activity Cards workyourway:

1. Prioritize What You See

Not all updates are equally important. By customizing the notifications you receive through Activity Cards, you can ensure your dashboard highlights what truly matters.

Opportunities:

Configure Activity Cards to prioritize high-value opportunities. For example, set a filter to show updates only for deals above a certain dollar amount or those nearing the closing stage.

Appointments:

Highlight missed appointments or last-minute rescheduling to act promptly on these time-sensitive updates.

Invoices:

Focus on overdue payments or invoices for VIP clients by customizing how and when invoice-related cards appear.

2. Organize by Categories

Activity Cards allow you to categorize updates for better organization and quicker decision-making.

Team Assignments:

Use tags to group Activity Cards by team members or departments, ensuring every update is routed to the right person.

Example: All sales-related updates go to the sales team, while appointment changes are flagged for the customer support team.

Urgency Levels:

Categorize updates as "High Priority," "Medium Priority," or "Low Priority" based on the action required. This makes it easy to address urgent tasks without getting bogged down by routine updates.

3. Brand Your Notifications

• Add a personal touch to your notifications by customizing the appearance of Activity Cards.

• Addcolor codingto differentiate between categories like opportunities, invoices, or appointments.

• Customize the language in your Activity Cards to match your team’s tone of communication. For instance, instead of "Appointment Rescheduled," you could label it "Client’s New Preferred Time."

4. Sync Custom Settings with Team Roles

Every team member has different responsibilities, so it’s essential that Activity Cards reflect the updates most relevant to them.

Sales Team:

Show only opportunity updates and critical client interactions.

Support Team:

Focus on appointments and Do Not Disturb changes to improve service efficiency.

Finance Team:

Highlight invoices, payments, and overdue balances for streamlined financial management.

5. Set Up Alerts for Key Milestones

Activity Cards can be customized to notify you when specific milestones are reached.

Opportunities:

Trigger alerts when a deal crosses critical stages like "Proposal Sent" or "Closed-Won."

Appointments:

Receive notifications for milestone events like a client booking their 10th session.

Invoices:

Get alerted for invoices that are approaching payment deadlines or surpassing a pre-set overdue period.

6. Regularly Review and Adjust Settings

Your business priorities evolve over time, and your Activity Cards should reflect these changes. Set aside time each month to review and adjust the customization settings.

Add new filters for emerging priorities, like updates for a new product or service.

Remove categories or notifications that are no longer relevant to keep your dashboard clutter-free.

By customizing Activity Cards, you create a system that delivers value exactly where and when you need it. This approach not only increases efficiency but also ensures your team remains focused on the tasks that matter most.

Advanced Insights for Enhanced Productivity

Activity Cards Analytics

The value of Activity Cards goes beyond just notifications—they also provide a wealth of analytics that can help optimize your workflow. Here’s how:

Track Team Performance

Use Activity Cards to monitor how quickly your team responds to updates. Faster response times often correlate with higher client satisfaction and conversion rates.

Identify Bottlenecks

With real-time updates at your fingertips, you can easily spot delays in your sales or service pipeline. Address bottlenecks promptly to maintain smooth operations.

Custom Notifications

Tailor your Activity Cards to display the most relevant updates for your role. For instance, a salesperson may prioritize opportunities, while an account manager focuses on invoices and appointments.

Integration with Reports

Pair Activity Cards with your CRM’s reporting tools for deeper insights into trends, such as the types of appointments or opportunities being created most often.

By leveraging these advanced capabilities, you’ll take your productivity and decision-making to the next level.

Conclusion: Stay Informed, Act Swiftly with Zapiy

Activity Cards are more than just a feature—they’re your personal assistant for keeping track of everything that matters. From opportunities to invoices, appointments, and client preferences, you’ll always be one step ahead.

At Zapiy, we believe in empowering businesses to operate smarter, faster, and more effectively. With Activity Cards, you’re equipped to handle real-time updates effortlessly, making every interaction count.

Ready to take your business operations to the next level? Log in to Zapiy today, or contact our support team to learn more about optimizing your CRM with Activity Cards. Let’s transform the way you manage your business, together.