Log customer calls and other activities

Call reports are optionally created when clicking on Called now e.g. on the customer detail page or Took place now at appointments. Clicking Called now or Missed, preferably directly after the customer call, is essential when using portatour®. portatour® is thus up-to-date at any time and schedules from the address of the last visited customer when you update the schedule.

In addition, it is possible to log other activities using reports (e.g. phone calls).

Log customer calls

Depending on the settings in Options > Reporting > Call reports (see Reporting) you will be prompted to enter a call report when clicking Called now or Missed:

• Date, start time, end time and subject are automatically prefilled. The end time is the time when you click Called now or Missed.
• Click the [...] symbol to the right of the start time to copy the times from the schedule to the call report. This is useful if you want to log the call later in the day, but want to enter the scheduled times:
  
• Use the field Note for entries of up to a maximum of 1,000 characters.
• Fields with a red bar are mandatory fields.
• In the field call note at the bottom, you can enter a short reminder of important tasks that you want to be reminded of for the next customer call. The X button deletes this note.

Click Save to save the call report and make it available for later review in the customer detail page's Last Report section (see Last report). Clicking Cancel discards your entries - also the date of the last customer call is not updated.

Log other activities

If you want to log other activities than customer calls in relation to a customer, go to the customer detail page of the respective customer and click the button New report in the Last Report section. A drop-down menu will be displayed:

• Call: Analogous to Called now, the current date is entered under Last call.
• Missed: As with clicking Missed, the date of the last customer call remains unchanged. portatour® will no longer schedule this customer on the current day when you update the schedule.
• By phone instead of in person: If a phone call is to replace an in-person customer call and the call interval should be reset upon conclusion, select By phone instead of in person. In the same way as with the call report, the date of the last visit is updated for this customer. However, this report does not affect the starting location if the schedule is subsequently updated.
• By phone: Log a phone call in addition to your customer calls.
• Other report: Fur further notes, e.g. completed tasks, use Other report.

Click on the desired report to go to the input page. Complete the form or change entries if necessary. The same page appears if you want to edit or delete an existing report (see Show and edit all reports of a customer).

Press Save to save the new entry or modification. With Delete the report will be deleted after a confirmation prompt.

Log activities without customer reference

It is also possible to log activities that are not related to customers in portatour®. To create a report without customer reference:

1. Go to Reports.
2. At the top, click on New other report.
3. As usual, fill in subject and note, and save the report.

Overview of report creation, editing and characteristics of reports

It is possible to create call reports in portatour® in the following places:

• Schedule > Click on down arrow at the right > Called now/Took place now
• Calendar > Click on the suggested call/appointment > Called now/Took place now
• Customer detail page > Called now
• Customer detail page > New report > Call
• Appointment detail page > Took place now

Editing of (call) reports is possible here:

• calendar > Click on the report > Edit report
• Customer detail page > Last report > Pen icon
• Customer detail page > Show all... > Pen icon
• Reports > Click on the report > Edit report

Here is a table summarizing the characteristics of the different reports for customers:

Further information

• If you have any questions about the geotag in the call report, read Optional geotagging for call reports.