Configuring Activity Types

Activity types determine the categories available when logging interactions on the Customer Form's Activities tab. AccuArk ships with a set of default activity types that cover the most common forms of customer communication, but you can customize these types to match the specific workflows of your business. This article explains where to find the activity type settings, what each field means, and how to add, edit, deactivate, or delete activity types.

Where to Find Activity Type Settings

Activity types are configured through CRM Settings. To access them:

1. Navigate to the CRM menu in the main menu bar.
2. Select CRM Settings from the dropdown.
3. In the CRM Settings window, click the Activity Types tab.

The Activity Types tab displays a grid of all defined activity types, both active and inactive. From this screen you can add new types, edit existing ones, or remove types that are no longer needed.

Default Activity Types

AccuArk includes six default (seed) activity types that are created when the system is first installed. These cover the most common forms of customer interaction:

These default types cannot be deleted, but they can be deactivated if your business does not use them. You can also edit their names, icon assignments, and sort order.

Activity Type Fields

Each activity type has four configurable fields. Understanding these fields will help you set up types that work well for your team.

Name

The Name is the label that appears in the Activity Type dropdown on the Activity dialog (FrmCRMActivity), in the Type column of the activity grid, and in any reports that group activities by type. Choose a name that is clear and immediately recognizable to your team. Keep names concise — one to three words is ideal.

Examples of good activity type names:

• Phone Call
• Client Lunch
• Product Demo
• Follow-Up Email
• Trade Show Contact

Icon Key

The Icon Key determines which icon is displayed next to the activity type in the activity grid. Icons provide quick visual identification when scanning a customer's activity timeline. The following icon keys are available:

When creating a new activity type, select the icon key that most closely matches the nature of the interaction. If none of the available icons are a perfect fit, choose the one that is closest — the icon is a visual hint, not a strict category.

Is Active

The Is Active toggle controls whether the activity type appears in the Activity Type dropdown when logging new activities. When you deactivate an activity type:

• It disappears from the Activity Type dropdown on the Activity dialog, so users can no longer select it for new activities.
• It remains visible on any existing activity records that were logged with this type. Historical data is preserved.
• It continues to appear in the Activity Types grid in CRM Settings, marked as inactive, so you can reactivate it later if needed.

Deactivating an activity type is the recommended approach when you want to stop using a type but need to preserve existing records. This is almost always preferable to deleting.

Sort Order

The Sort Order field is a numeric value that controls the position of the activity type in dropdown menus and selection lists. Types with lower sort order numbers appear first. For example:

• Phone Call: Sort Order 1 (appears first)
• Email: Sort Order 2 (appears second)
• Meeting: Sort Order 3 (appears third)
• Note: Sort Order 4
• Site Visit: Sort Order 5
• Video Call: Sort Order 6 (appears last)

When you add a new activity type, assign it a sort order that places it in the most logical position relative to your other types. If you want the new type to appear between existing types, you can adjust the sort order values of the surrounding types to make room.

Adding a New Activity Type

To create a new activity type:

1. Open CRM Settings from the CRM menu and navigate to the Activity Types tab.
2. Click the Add button on the ToolStrip.
3. A new row appears in the grid (or a dialog opens, depending on the configuration). Fill in the following fields:
   • Name — Enter the name for the new activity type (e.g., "Product Demo").
   • Icon Key — Select an icon key from the available options (call, email, meeting, note, site_visit, or video_call).
   • Sort Order — Enter a number to control where this type appears in dropdown lists.
   • Is Active — Leave this checked (the default) so the new type is immediately available for use.
4. Click Save to create the new activity type.

The new type will be available immediately in the Activity Type dropdown on the Activity dialog the next time any user logs an activity.

Editing an Existing Activity Type

To modify an existing activity type:

1. Open CRM Settings from the CRM menu and navigate to the Activity Types tab.
2. Select the activity type you want to edit in the grid.
3. Click the Edit button on the ToolStrip.
4. Modify the fields as needed (Name, Icon Key, Sort Order, or Is Active status).
5. Click Save to apply the changes.

Changes to the name or icon will be reflected on all future activity records. Existing records that were logged with the old name will update to show the new name, since the records reference the activity type by ID rather than by name.

Deleting an Activity Type

To delete an activity type:

1. Open CRM Settings from the CRM menu and navigate to the Activity Types tab.
2. Select the activity type you want to delete in the grid.
3. Click the Delete button on the ToolStrip.
4. A confirmation dialog will appear asking you to confirm the deletion.

Important: You can only delete an activity type if no existing activity records use it. If any activities have been logged with this type, the delete operation will fail and you will see an error message indicating that the type is in use. In this case, deactivate the type instead of deleting it.

This restriction exists to protect your historical data. Deleting a type that is referenced by existing records would leave those records in an inconsistent state.

Deactivating vs. Deleting: When to Use Each

Choosing between deactivation and deletion depends on whether the activity type has been used:

As a general rule, deactivation is almost always the safer choice.

Permission Requirements

Access to CRM Settings and the Activity Types tab is controlled by the CRM_MANAGE_PIPELINE permission. This is a management-level permission that grants access to all CRM configuration screens, including:

• Activity Types
• Deal Stages
• Pipeline Settings
• CRM Field Customization

Only users with this permission can add, edit, deactivate, or delete activity types. Regular users who have the CRM_CREATE_ACTIVITY permission can log activities using the existing types but cannot modify the types themselves.

If you need access to CRM Settings but do not currently have the CRM_MANAGE_PIPELINE permission, contact your system administrator to have it assigned to your role.

Practical Examples

Here are some real-world scenarios for customizing activity types:

Example 1: Service-Based Business

A plumbing company might add these custom activity types:

• Service Call (icon: call, sort order: 1) — For logging service dispatch calls
• On-Site Inspection (icon: site_visit, sort order: 2) — For logging property inspections
• Quote Sent (icon: email, sort order: 3) — For tracking when estimates are sent
• Job Completed (icon: note, sort order: 4) — For marking work completion

Example 2: Retail Business

A retail store might keep the defaults and add:

• In-Store Consultation (icon: meeting, sort order: 7) — For logging in-person product consultations
• Social Media Contact (icon: email, sort order: 8) — For tracking social media interactions

Example 3: Seasonal Deactivation

A landscaping company that only does site visits during spring and summer might deactivate the "Site Visit" type during winter months to keep the dropdown focused on relevant options, then reactivate it when the season begins.

Tips for Managing Activity Types

• Keep the list focused. Too many activity types can overwhelm users and slow down data entry. Aim for six to ten types at most.
• Use consistent naming conventions. Decide on a naming style (e.g., noun-based like "Phone Call" or action-based like "Called Customer") and apply it consistently.
• Review periodically. Every few months, check which activity types are being used and which are not. Deactivate types that your team has stopped using.
• Train your team. When you add or rename activity types, communicate the changes to your team so everyone uses the correct types.
• Consider reports. Activity type names appear in reports. Choose names that will make sense in a report context, not just in the dropdown.

What to Read Next

• Logging Customer Activities — Learn how to log calls, emails, meetings, and notes on the Activities tab
• CRM Settings Overview — Explore all CRM configuration options including deal stages and pipeline settings