Activities is the centralized hub where you can manage all guests’ activities. It provides advanced filtering options to quickly locate the information you need and create valuable datasets that can serve as the foundation for creating comprehensive reports.
Furthermore, Activities allows you to execute various actions, including managing meetings, reviewing chatbot conversations, and viewing routing form responses.
Accessing Activities and Viewing Details
To access Activities click on Activities in the left-hand navigation menu.
Once inside the Activities section, you’ll see a list of all guest interactions. Each activity contains details such as activity type, time, and status.
- By clicking on any activity, you’ll open the Details pane, which shows all information captured for that specific activity.
- Any attachments uploaded by your guests will appear here and can be downloaded as a zip file in the Details pane.
- The Contact Details pane on the right displays a summary of the guest’s information along with their recent activity history.
Viewing Related Activities
Sometimes you’ll need to trace how an interaction evolved, such as seeing a rescheduled meeting or a cancellation associated with a specific activity. Here’s how to do that:
- Click on the activity you’d like to investigate.
- Click on the three-dot menu at the top of the activity’s Details pane .
- Select View related activities from the dropdown menu.
This will display any connected activities, providing you with a clearer context of the guest’s interaction timeline.
Managing Meetings in Activities
Activities allows you to take several important actions to manage your meetings efficiently. For more information about each action, please take a look at the articles linked below:
- Cancel Meetings: Cancel a meeting directly from the Activities section if the meeting is no longer needed.
- Reschedule Meetings: Either reschedule a meeting on behalf of the guest or send them a request to choose a new time.
- Reassign Meetings: Assign the meeting to another user on your account to ensure the right team member handles the interaction.
- Allow Meeting Overlap: Select whether a specific meeting can be scheduled over to accommodate double bookings.
- Mark Meetings as No-Show: If a guest misses a meeting, you can mark it as a no-show to maintain accurate attendance and reporting records.
Deleting Activities
If you no longer need to track a specific interaction, you can delete individual or multiple activities separately from the Activities.
To delete activities:
- Single activity: Click on a specific activity, click the three-dot menu, and click Move to trash.
- Multiple activities: Select the checkboxes next to the activities you want to remove, and click the Delete icon that appears at the top of the list.
Deleted activities are moved to the trash for 30 days before being permanently removed.
Using Activities for Reporting
Activities isn’t just for managing interactions, it’s also a powerful tool for reporting. Make use of the following features to generate and export data:
- Advanced Filtering: Apply filters to narrow down activities based on criteria like meeting type, date range, or status. This helps you focus on specific data quickly.
- Export Datasets: After applying filters, export a dataset containing all the relevant activities. You can use this for reports, record-keeping, or sharing with team members.
Frequently Asked Questions
Q: Can I change my guest's contact information (email or phone number) after they make a booking?
A: Yes, you can update these details directly from the Contact Details pane on the right side of the Activities after selecting the relevant interaction. Updating this information ensures that all future notifications and calendar updates reflect the correct details.
Q: Can I update guest details for a scheduled meeting?
A: Yes, you do not need to cancel the meeting. Simply select the activity, open the Contact Details pane on the right, and update the guest's information directly.
Q: Do Test activities appear within Activities?
A: Yes, they are visible within Activities and are clearly marked within OnceHub. Please see Understanding Test Activity Behavior in Chatbots and Routing Forms article for more details on how these activities interact with your integrations and reporting.
