Deal Activities and Timeline Tracking
Learn how to track all deal activities, add notes, and maintain a complete timeline for better client management.
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Every interaction with a client should be documented for continuity and accountability. Tesoro CRM's activity timeline system automatically logs system events and lets you add manual activities for a complete deal history.
Automatic Activity Logging
The system automatically logs:
- Deal creation: Who and when deal was created
- Status changes: All stage transitions with timestamps
- Property additions/removals: Properties linked/unlinked
- Contact changes: Primary contact or participants updated
- Value updates: Deal value or commission changes
- Email sent: Emails to contact via system
- Viewing scheduled: Property viewing appointments
- Documents uploaded: Files attached to deal
All automatic activities include: timestamp, user who triggered, old/new values, and action type.
Adding Manual Activities
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1. Log Phone Calls
Document phone conversations:
- Click + Add Activity > Call
- Select call type: Inbound, Outbound, Missed
- Set duration and date/time
- Add call notes: what was discussed, next steps, concerns
- Mark as completed or scheduled (future call)
Best practice: Log calls immediately after conversation while details are fresh.
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2. Meetings and Viewings
Schedule and log property viewings:
- Click + Add Activity > Meeting
- Select meeting type: Property viewing, Office meeting, Virtual meeting
- Link specific property (for viewings)
- Set date, time, location
- Add participants (buyer, teamlids)
- Post-meeting: Add outcome notes and buyer feedback
Viewing feedback template:
- Property interest level (1-5 stars)
- Positive aspects
- Concerns or objections
- Next steps
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3. notes and Comments
Add rich text notes for context:
- Click + Add niete in timeline
- Use rich text editor for formatting
- @Mention teamlids for collaboration
- Pin important notes to top
- Add tags for easy filtering
When to add notes:
- Buyer preferences change
- Important decisions made
- External factors affecting deal (market, financing, etc.)
- Follow-up reminders
- Deal strategy adjustments
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4. Tasks and Reminders
Create actionable tasks linked to deal:
- Click + Add Task
- Set task title and description
- Assign to teamlid
- Set due date and priority
- Link to specific property (if applicable)
- Set reminder nietifications
Common deal tasks:
- Follow up with buyer (date)
- Send property brochure
- Prepare offer document
- Schedule second viewing
- Contact bank for financing
- Prepare contract documents
Using Timeline View
The timeline view shows chronological history of all deal events:
Timeline features:
- Chronological order: Newest first (reverse chronological)
- Activity grouping: Related activities grouped together
- Filter by type: Show only calls, meetings, notes, etc.
- Filter by user: See activities by specific teamlid
- Search: Find specific activities by keyword
- Export: Export timeline as PDF for client records
Color coding:
- Blue: System events (status changes, etc.)
- Green: Completed activities (calls, meetings)
- Orange: Pending tasks
- Red: Overdue tasks
Best Practices for Activity Tracking
Frequently Asked Questions
Can teamlids see each other's activities?
Yes, all teamlids with access to deal can see all activities. This ensures transparency and continuity. You can create private notes that only you can see via the 'Private niete' option.
Can I delete or edit activities?
You can edit and delete manual activities (notes, tasks). Automatic system events canniet be modified to maintain audit trail integrity. Edit history is tracked, so you can see when notes were modified.
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