Stay on top of every conversation
A deal doesn't close itself. Between the first conversation and the final handshake, there are calls to make, emails to send, meetings to attend, and tasks to complete. The difference between winning and losing often comes down to consistent follow-up.
Officaid's activity tracking ensures nothing falls through the cracks. Every interaction, every task, every milestone is logged against the deal. You always know what's been done and what needs to happen next.
Why Activities Matter
Sales is about relationships, and relationships require consistent engagement. Activities help you:
- Remember what was discussed so you can pick up where you left off
- Schedule follow-ups so prospects don't go cold
- Track progress so you know the deal is moving forward
- Collaborate with colleagues who can see the full history
- Identify stalled deals that need attention
Without activity tracking, you're relying on memory and scattered notes. With it, you have a complete record of every touchpoint with your prospect.
Activity Types
Officaid provides seven activity types, each designed for a different kind of interaction:
Call is for phone conversations. Log calls to record what was discussed, what the prospect said, and what you agreed to do next. Use this for both outbound calls you make and inbound calls you receive.
Message is for text-based communications outside of email, such as SMS, WhatsApp, or LinkedIn messages. If you're communicating with prospects through messaging apps, log these interactions here.
Email is for email correspondence. Log important emails to keep a record of what was sent or received. This helps you remember what was communicated without searching through your inbox.
Meeting is for scheduled appointments, whether in-person, video calls, or presentations. Use this to record meeting outcomes, decisions made, and next steps agreed upon.
Task is for internal to-dos related to the deal. This could be preparing a proposal, researching the prospect's company, or any other work that needs to be done to move the deal forward.
Milestone is for significant events in the deal's journey. Use this to mark important moments like "Budget approved", "Contract sent for legal review", or "Decision maker identified". Milestones help you track major progress points.
Note is for general observations, reminders, or information that doesn't fit the other categories. Use notes to capture insights about the prospect, competitive intelligence, or anything else worth remembering.
Adding an Activity
To add an activity to a deal:
- 1 Open the Deal Details page by clicking on a deal card
- 2 Click Add Activity in the Quick Actions panel on the right
- 3 Select the activity type by clicking one of the seven icons at the top (Call, Message, Email, Meeting, Task, Milestone, Note)
- 4 Enter the Activity name, a short description of what this activity is
- 5 Set the Date for when this activity is due or when it occurred
- 6 Add Remarks (optional) for any additional details or context
- 7 Click Add Activity to save
The activity appears in the Focus section if it's pending or future-dated, or in History if you've already marked it as done.
The Activity Form
When you open the activity form, you'll see the following fields:
Activity type icons appear at the top. Click the icon that matches your activity: phone for Call, chat bubble for Message, envelope for Email, people for Meeting, document for Task, flag for Milestone, or clipboard for Note. The selected icon is highlighted.
Activity is the title or name of the activity. Keep it short but descriptive. Good examples: "Follow up on pricing questions", "Send revised proposal", "Quarterly review meeting".
Date is when the activity is due (for future tasks) or when it occurred (for logging past interactions). This determines whether the activity appears as overdue, due today, or upcoming.
Remarks is an optional field for additional details. Use this to capture conversation notes, meeting outcomes, task details, or any context that helps you or your team understand what happened or what needs to happen.
Mark as done is a toggle that appears when editing an existing activity. Turn this on to move the activity from Focus to History, indicating it's been completed.
Managing Activities
To view or update an existing activity, click on it in the Focus or History section. The activity details panel opens on the right side of the screen.
From here, you can:
- Update the activity by changing the type, name, date, or remarks and clicking Update Activity
- Mark it as done by toggling the "Mark as done" switch
- Delete the activity by clicking Delete Activity (this cannot be undone)
- Cancel to close without saving changes
When you mark an activity as done, it moves from the Focus section to the History section. This keeps your Focus list clean and shows only what still needs attention.
Understanding the Focus Section
The Focus section on the Deal Details page shows all pending and overdue activities. This is your action list for the deal.
Activities in Focus are sorted by urgency:
- Overdue activities appear first, marked with an orange "Overdue: By X Days" badge
- Due today activities come next
- Upcoming activities follow in date order
Each activity shows its type (with an icon and label), title, description, creation date, and who created it. A green checkbox on the right lets you quickly mark it as complete.
The Focus section is designed to answer one question: "What do I need to do next for this deal?" Check it regularly to stay on top of your commitments.
Understanding Overdue Alerts
When an activity's due date passes without being completed, it becomes overdue. Officaid makes overdue activities highly visible:
- On the Deal Details page, overdue activities show an orange "Overdue: By X Days" badge in the Focus section
- On the Kanban board, deal cards display an orange "Activity Overdue" badge
- In the Focus section, overdue activities are sorted to the top
These alerts are designed to catch your attention. When you see an overdue badge, click into the deal and address the pending activities.
If an activity is no longer relevant, you have two options:
- Mark it as done if the underlying task was completed (even if late)
- Delete it if the activity is no longer needed
Understanding the History Section
The History section shows completed activities in reverse chronological order, with the most recent at the top.
Each entry displays:
- Activity type with icon and label
- Activity title describing what was done
- Description with any remarks you added
- Completion date and time
- Who completed it
History serves as your engagement record. Before a call, review History to remind yourself what was previously discussed. When handing off a deal, History gives your colleague the full context.
Activity Best Practices
Getting the most from activity tracking requires good habits. Here are some best practices:
Log activities promptly. After a call or meeting, take a minute to log it while details are fresh. Waiting until later means you'll forget important points.
Be specific with titles. Instead of "Call", use "Call - Discussed pricing concerns". Instead of "Meeting", use "Meeting - Product demo with procurement team". Specific titles make your history scannable.
Add context in remarks. Capture key points from conversations, decisions made, objections raised, and next steps agreed. Your future self will thank you.
Set realistic due dates. When scheduling follow-up activities, choose dates you can actually meet. Constantly rescheduling activities undermines the system's value.
Use the right activity type. Don't log everything as a Task. Using the correct type (Call, Email, Meeting, etc.) makes your history easier to review and helps you spot patterns.
Create the next activity immediately. When you complete an activity, ask yourself: "What's the next step?" Create that activity right away so you never leave a deal without a scheduled follow-up.
No Activity Planned Warning
On the Kanban board, you may notice some deal cards display a pink "No Activity Planned" badge. This appears when a deal has no upcoming activities scheduled.
This warning helps you identify deals that might be drifting. If a deal has no planned activities, it means there's no scheduled next step. The deal could easily be forgotten.
When you see this badge:
- Click into the deal
- Review where the opportunity stands
- Add an appropriate activity (a follow-up call, a task to send information, a reminder to check in)
The badge disappears once an activity is scheduled, giving you confidence that every deal has forward momentum.
Frequently Asked Questions
Yes. Even after marking a deal as Won or Lost, you can still access the Deal Details page and add activities. This is useful for logging final notes, recording post-sale follow-ups, or documenting why a deal was lost.
Yes. Any team member with access to the pipeline can add activities to a deal. Each activity shows who created it, so you can see which colleague logged each interaction.
If the activity isn't marked as done, it will appear as overdue since the date has already passed. If you're logging a past interaction (like a call that already happened), add the activity and immediately mark it as done so it goes directly to History.
The Kanban view highlights deals with overdue activities using the orange "Activity Overdue" badge. Scan your board to quickly identify which deals need attention. Each deal card with the badge has at least one overdue activity.
What's Next?
Now that you understand activity tracking, explore these related articles:
- Closing a Deal to learn about the Won and Lost process
- Managing Deal Details to review all deal page features
- Navigating Your Pipeline to spot deals needing attention