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Calendar

Your Redtail Calendar is most likely one of the areas you'll visit most frequently within your database.  Below I will provide a detailed explanation of all of the functionalities available on your Calendar within Redtail.  Quick links to each section are provided below:

Main Calendar Area
Calendar Navigator
Actions
Users
Types
Categories
Calendar Preferences 

Your primary Calendar is accessible from the top navigation menu within Redtail CRM:

 

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After clicking Calendar, dependent upon how you've set up your Site Preferences, you'll then see either a Day, Week or Month view of your Calendar.  The example below displays a partial Day view:

 

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This is the main body of your Calendar.  There is a column to the right of your Calendar with additional options which we'll look at later in this post.

Your Calendar has several navigation options directly above it:

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    The left/right arrows allow you to move forward or backward one Day, Week or Month at a time, dependent upon your current Calendar view on display.

    The "today" button only comes into play if you are currently viewing a date on the Calendar that is outside of the current month.  Clicking it then refreshes your Calendar to the same type view (Day, Week, or Month) but to that particular view that includes Today's date.  As an example, if today were April 12, 2012 and you were currently looking at a Week view of August 12 - 18, 2012, clicking on the "today" button would carry you to a Week view of April 8 - 14, 2012 (week view always begins on Sunday). 
     
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    "Hide calendar options" hides the Calendar's options on the right-hand side of the page, providing you with a full screen view of your Calendar.  You can then click "show calendar options" to restore the default Calendar view.

     The day, week and month buttons allow you to quickly change the timeframe of your Calendar view.  Note: the Calendar has a memory feature built-in so that if you leave your Calendar and come back to it you will be on the same view and day as you were when you last visited it.
     

 Now, let's take a look at the body of the calendar itself:

 

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Here, we are looking at Les Andrews' calendar for April 16.  Note: you can tell at a glance that this is Les Andrews' calendar as his name is in parenthesis after each of the activities displayed here.  If you are looking at your own calendar, no name will display for each activity in parenthesis, i.e. your activities will not display your name when logged in as yourself.  Let's take a look at what the same section of calendar might look like if Les Andrews himself were logged in looking at it:

 

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Two items that might immediately jump out at you are: 1) the color scheme is different and 2) the calendar day starts at 6am rather than 7am.

Color preferences for Activity Types are configurable for each user so, dependent upon how your set up your color preferences for your Activity Types, your calendar may look different from other users' calendars.

Your Calendar's default start and end times are also configurable so these may appear differently from other users.  

For now, note that prior to the timed portion of the Calendar there is a section for those activities that have been marked as All Day events.  While using the All Day designation for an item can mean that it will literally take up all of your day (Vacation Day, Conference, etc.), users also mark those items that don't necessarily have a specified time as All Day events, meaning they will get to them during the day as they can get to them.

Let's look now at some additional information you can gather by hovering over either the Activity name or Contact name attached to an activity.  If we were to hover our cursor over "Annual Review Packet" in Les's 11 am calendar item above, we'd see a little popup containing any Note that is entered as part of the Activity as well as the time of the activity and the database user to whom the activity is assigned:

 

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Similarly, if we hover our cursor over the client name (Mike Brady), we'd see contact information for the client in question:

 

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If we click anywhere (other than the contact's name) inside an activity on the calendar, an Update Activity dialog will open, allowing us to make edits to or complete the activity:
 

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After you've made any necessary edits, you have several options at the bottom of the Update Activity dialog:

Update: this will just save the activity with your changes.
Update & Complete: this will save your changes and mark the activity as complete.
Update & Complete & New: this will save your changes, mark the activity as complete and bring up a new Add New Activity dialog.
Save as New: this will create an exact duplicate of the activity you had opened up for editing.
Delete Activity: this will allow you to delete the activity from the Calendar.
Cancel: this will close the dialog without making any edits. 

You should also be aware that you can add activities directly from the calendar interface.  Just double-click anywhere within the Calendar and an "Add New Activity" dialog will open, preset with the date and time where you clicked on the calendar.  This will function the same as it does from your Dashboard Calendar.  Instructions are here.

Finally, also note that you can drag and drop activities from one location on your Calendar to another, whether it be to another time on the same day or another day altogether.  To do so simply click the activity, drag it to its new location and release it.  There is a demonstration of this at about the 2:00 mark of the video on calendar management here.

Now, let's take a look at the sections to the right of your Calendar.  

Calendar Navigator

First, you'll see your Calendar Navigator:
 

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The Navigator allows you to quickly move to other dates.  Once you've moved within the Navigator to the Month and Year you want to view, just double-click the specific date you want to see.  As with the "today" button above the Calendar, this will open up that date from your Navigator within the current view (Day, Week or Month) that you're using with your Calendar.  The icons beneath the Navigator function the same as the six options above your main Calendar as well.

 

Actions

Next, you'll see your available Actions:
 

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Add Activity - this will function the same as it does from your Dashboard Calendar.  Instructions are here.  Also, as stated earlier in this document, double-clicking anywhere within your Calendar will bring up the same "Add New Activity" dialog.

Change Colors - Instructions for using this Action to change your Activity Type colors can be found here.

Print Calendar - this will bring up your current view of your Calendar on a new page, suitable for printing.

Hide All Day Events - If you only want to see your timed calendar items, you can select this Action.  You can then click Show All Day Events to restore your All Day items.

Show Completed Activities - by default your Completed Activities will not display on your Calendar.  If you would like to display them, just click this Action.  Then to remove them from display again click Hide Completed Activities.  Also, if you click on the subject line of a Completed Activity on display here, you can restore the Activity from the Viewing Completed Activity dialog that pops up.

Show My Checklist Tasks - if you would like to see any Checklist Tasks you currently have due, you can select this action.  Any Checklist Tasks due for you will show up in the All Day area of your Calendar.  You can double-click any of these to go to the Checklists area for the contact to whom the Checklist is attached.  You can select Hide My Checklist Tasks to hide them from view on your Calendar.  Note: Checklist Task Reminders are also available from your Dashboard.

Show Client Reviews - by default Client Reviews will not display on your Calendar.  If you would like to display them, just click this Action.  Then to remove them from display again click Hide Client Reviews.  Note: Client Review Reminders are also available from your Dashboard.

Show/Hide My Workflow Tasksif you would like to see any Workflow Tasks you currently have due, you can select this action.  Any Workflow Tasks due for you will show up in the All Day area of your Calendar.  You can double-click any of these to go to the Workflow area for the contact to whom the Workflow is attached.  You can select Show/Hide My Workflow Tasks again to hide them from view on your Calendar.  Note: Workflow Task Reminders are also available from your Dashboard.

Show Seminars - Selecting this option will display any Seminars for the date(s) you are looking at.  These will display in the All Day area.

Subscribe to iCal feed - You can learn more about this Action here.

 

Users

Next, you'll see your Users box:

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This box displays all of your database users.  A check next to a name or names here indicates you are currently viewing that user or those users' Calendar.  You can use the Select All option to select each user, or the Just Me option to view your Calendar only.

 

Types

This box displays all of your Activity Types, which can be assigned to activities when you create or edit them:
 

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A check next to an Activity Type indicates you are currently viewing activities of that type on your Calendar.  You can use the Select All option to select all Activity Types, or the None option to to uncheck all Types and then handpick the ones you'd like to see.

 

Categories

This box displays all of your Master Categories, which can be assigned to activities when you create or edit them:
 

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A check next to a Master Category indicates you are currently viewing activities of that category on your Calendar.  You can use the Select All option to select all Activity Categories, or the None option to to uncheck all Categories and then handpick the ones you'd like to see.

Calendar Preferences

You can set certain preferences for your Calendar under Manage Your Account —> Change Site Preferences in the Activity Management section:

 

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Activity Management preferences all apply to working with your main Calendar in Redtail. Your options here are:

  • You can set your Default Calendar View to Day, Week or Month.
  • You can set your Default Calendar Start and End Times to your desired times.
  • You can set your Default Calendar Time Slots to 15, 30 or 60 minute slots.
  • Default to Show Completed Activity can be set to Yes or No. If set to Yes, Completed Activities will still show up on your main Calendar. If you set this to No, they will not. You can temporarily override either setting from the Calendar page itself by clicking on Show Completed or Hide Completed in the Actions box.
  • Default to All Day Events can be set to Yes or No. If you set this to Yes, when you create an Activity, it will automatically be set as an All Day Event unless you edit it to reflect a specific time.  Note: if you have this set to Yes, the setting will be overridden if you click within your Calendar to add an activity.  In those cases, the time for the activity will be set to the time period in which you clicked to bring up the Add Activity dialog.
  • Default Activity Type allows you to choose which of your Activity Types will populate that field by default when creating an Activity. Of course you can edit this during the creation process. But, if you find that you most frequently create activities with a Type of Task, setting that as your default Activity Type can save a little time. You can see this post for instructions on how to add new Activity Types to your database.
  • Email Notification - Assigned Activities can be set to Yes or No. This determines whether or not you will receive an email notification when another database user creates or edits and assigns an activity to you.
  • Email Notification - Completed Activities can be set to Yes or No. This determines whether or not you will receive an email notification when another database user completes an Activity you created and assigned to them.
  • Allow iCal Access provides you with a means of syncing your Redtail Calendar to Google Calendar or your iCal program. You can see this post for instructions on working with iCal.
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