Create Activity
Create Activity is how one person hands another person something to do and makes sure they know about it. An activity has a type, a performer, a date and a time, and the moment it is saved the performer gets a notification and an email. This is the screen to use when the person must actually be told.
What it is for
A Task is written down. An activity is announced.
That is the whole difference, and it is the reason both screens exist. When you save an activity, the person named in Perform By receives a notification in their inbox and an email. The subject names whether it is a meeting or an activity, and the body carries the date, the time, the joining link for an online meeting or the room for an internal one, and whatever you wrote in Information. Nobody has to be told verbally and nobody has to go looking.
A few things follow from that and are worth knowing before you use it:
- The performer is found from the employee you picked. If that employee has no login, the activity still saves and nothing is sent. Check that the person you are assigning to actually signs in.
- An activity you create for yourself does not notify you.
- Editing an activity does not announce it again, so correcting a time does not pester the performer. Changing the performer does announce it, to the new person.
- Each user has a list of their own upcoming activities. It shows the ones they have to perform and the ones they created for somebody else, leaves out anything Completed or Cancelled, and marks anything past its date as overdue.
Every field, in plain words
Header
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Activity | Your reference for the activity. | ACT-2026-0117 | Required. It must be unique. |
| Subject | The one line the performer reads first. | Sit with the Spinning supervisor on the overtime claims | Write it as an instruction, not as a heading. It is what appears in the notification subject. |
| Perform By | The employee who has to do it. | The HR officer who owns overtime | Picked from the employee list. The notification goes to this employee login. |
| Name | The performer name, filled in for you. | Fills itself from Perform By | Read only. |
| Activity Type | What kind of thing this is. | Meeting | CAL Call, MTG Meeting, TSK Task, OTH Other. Meeting is the only one that changes the notification wording, which then says Meeting rather than Activity. |
| Status | Where the activity has got to. | Open | OPN Open, INP In Progress, CMP Completed, CNL Cancelled. Completed and Cancelled drop it off everybody upcoming list. |
Date
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Date From | The day it happens. | 14-01-2026 | This is the date the performer sees in the notification, and the date the overdue mark is worked out from. |
| Date To | The day it ends. | 14-01-2026 | Set it the same as Date From for anything inside one day. |
Time
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Time From | What time it starts. | 11:00 | Goes into the notification. Fill it in for a call or a meeting, or the person receives a date with no time on it. |
| Time To | What time it ends. | 12:00 |
Meeting
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Meeting Mode | Whether people meet in a room or join online. | Internal | INT Internal, ONL Online. It decides which of the two fields below the notification carries. |
| Location | Where to be, for an internal meeting. | HR meeting room, Admin Block, first floor | Write it the way a new joiner could find it. |
| Meeting Link | The joining link, for an online meeting. | The meeting link from the conferencing tool the client uses | Paste the whole link. It goes into the notification as it stands. |
Origin
Optional. Fill it in when the activity came out of a particular record.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Origin Process | The screen the activity came from. | Employee Request Leave | Picked from the list of screens. |
| Origin Number | The actual record on that screen. | The leave request being discussed | Offers that screen records once a screen is picked. |
Details
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Information | Everything the performer needs to arrive prepared. | Bring the February overtime register and the three disputed cards. The supervisor has the gate records. | This text is carried into the notification and the email, so write it for the performer and not as a private note. |
How to configure it
- Open Create Activity and create a record. Type your reference and the Subject.
- Pick the performer in Perform By. Check they have a login, or nothing will be sent.
- Set the Activity Type and leave Status as Open.
- Set Date From, and Date To if it runs over more than one day.
- Set Time From and Time To. A call with no time on it is not much use to the person receiving it.
- Pick the Meeting Mode. Fill in Location for Internal or Meeting Link for Online.
- If it came out of a record, pick the screen in Origin Process and the record in Origin Number.
- Write the Information. Remember that the performer reads it.
- Save. The notification and the email go out at that moment.
- Move the Status on as the work happens, and set it to Completed or Cancelled at the end so it leaves the upcoming list.
Scenarios
"The HR officer never turns up to the meetings I arrange"
Arrange them here rather than by word of mouth. The performer gets a notification and an email with the date, the time and the room or the link in it when you save.
"I corrected the time and I do not want to pester them again"
Editing does not announce the activity a second time. Tell them the new time yourself, or cancel this one and create a fresh activity, which does announce.
"I reassigned it and the new person says they knew nothing"
Changing the performer does announce it to the new person. If nothing arrived, that employee has no login against their record.
"I want a record of the work but nobody needs telling"
Then use Task. It tracks priority, due date, status and subtasks, and sends nothing.
What it is connected to
- The performer comes from the employee records, and the notification needs that employee to have a login.
- Notifications and emails go out the same way the rest of the system sends them, so an activity appears in the performer inbox alongside their approvals.
- Can be tied to a record on any screen through Origin Process and Origin Number.
- For tracked work that is not announced, see Task. For a personal diary note, see Events.
If something looks wrong
- "The save says the activity reference cannot be empty" - the Activity field is blank.
- "The save says it already exists" - that reference is already used. References must be unique.
- "Nothing was sent to the performer" - the most common cause is that the employee has no login. The other two are that you assigned it to yourself, which never notifies, and that you only edited an activity that already existed.
- "The notification has no time in it" - Time From was left blank.
- "The notification has no joining link" - Meeting Mode is Internal, so it carried the Location instead. Set it to Online.
- "A finished activity is still on my list" - the Status is still Open or In Progress. Set it to Completed or Cancelled.