Actions

In MagManager, “actions” let you set up specific tasks and have a due date. Actions set up for a specific client can be seen on the Actions tab for that client. The Actions screen lists all actions. 

If you wish, you can create a feed to get your MagManager actions to sync with your Outlook Calendar, Google Calendar or Apple Calendar.

 

 


The Actions screen

The Actions screen, accessed from the main website navigation, has a list view (shown here) and a calendar view. The buttons at the top-left allow you to sort actions by Outstanding, Due, Overdue or Completed. Clicking on an item in the list (or on the calendar) opens up the details for that action.

When an action has been completed, simply clicking on the red X in the Complete column marks it as complete. (You can view your completed actions by clicking on the Completed button at the top-left of the screen).

TIP: From the Action screen list view, you can filter your actions using the column sort arrows or the search box, and then print the list. To print, click on the small print icon at the very top-right of the screen and select from file formats pdf, xlsx or csv.

2023-08-23 12 45 34 Actions screen.png

 


Actions calendar view

The calendar view on the actions screen allows you to visually see the actions assigned to you or to other members of the team. You can toggle between List View and Calendar View using the blue button at the top-right at the Actions screen. The calendar has month, week or day view options in the top-right of the screen.

Choosing from the options in the menu to the left of the screen allows you to see actions for other members of your team or just those assigned to you.

TIP: You can move actions to a different date by dragging and dropping them. Useful if you are busy!

2023-08-23 12 58 38 Actions Calendar view.png

 


Creating a new action

From the Action screen, click the New Action button in the top-right of the screen. You can also create an action by going to Clients, selecting a client and clicking on the Action tab. This brings up the "Manage Action" box, and here you can select the client your action relates to (optional), and choose the type of action from a drop-down list. 

The action "types" you can choose from include email, phone, visit, letter, renewal or "other". If you want to add a new action type of your own, or inactivate existing ones, go to Settings Customers & Actions Contact Types. 

You can set a due date and (optionally) due time for your action. Any notes about your action can be put in the description box.

By default, a new action that you create will be assigned to yourself, but you can also assign an action to a team member. 

 


Action reminders

If you want a reminder when an action is due, go to Settings System Defaults and toggle on the switch next to "Nag when actions are due". 

You can then choose how long before the due time you want a reminder, and how often you want to be notified. MagManager will nag you with a reminder appearing briefly on the screen.

 


Using "Contact Reasons" and "Contact Outcomes"

When you use actions, you can optionally set up Contact Reasons and Contact Outcomes. Contact Reasons might include:

  • Email- Marketing Email
  • Email- Sell an Advert
  • Email- Follow up on Call
  • Phone- Sales Call
  • Phone- Cold Call
  • Phone- Chase Payment
  • Visit- Get Advert Spec
  • Visit- Take Photos

Contact Outcomes might include:

  • Contact at a later date
  • Don’t call again
  • Made a Booking
You can set up your own Contact Reasons and Contact Outcomes to use with your Actions.
Then, when you set up an Action, you will be able to select a Contact Reason. When you mark an Action as Complete, you will be able to select one of the Contact Outcomes that have been associated with that Contact Reason. 
2023-08-23 12 29 22 manage action.png
Screenshot showing the Manage Action dialogue box 

How to add Contact Outcomes

  1. Go Settings, and select Contact Outcomes in the Customers & Actions section.
  2. Click on the green New Contact Outcome button.
  3. The Manage Contact Outcome dialogue box will come up. Give a name to this new Contact Outcome.
  4. If you like, add a description.
  5. Click Save.

How to add Contact  Reasons

  1. Go Settings, and select Contact Reasons in the Customers & Actions section.
  2. Click on the green New Contact Reason button.
  3. The Manage Contact Reason dialogue box will come up. By Primary Type, you can select from Email, Phone, Letter, Visit, or Other.
  4. Give a name to this new Contact Reason.
  5. If you tick (check) the “Require an Outcome” box, then your users will have to put in an Outcome when marking an action as complete.
  6. You can select which of the Contact Outcomes you wish to have for this Contact Reason.
  7. Click Save.

 


How to add a calendar feed to your Personal Calendar

Links are included below to the relevant support pages for Apple, Outlook & Google as the steps to add the calendar feed link url may change.

 

Firstly, you need to obtain your calendar feed link url, as described below:

Open “My Details” by clicking on your initials at very the top right of the screen > Beside Calendar - Click where it says 'Copy Calendar Outlook feed to clipboard'. You then need to paste this URL into the specific field within Apple Calendar, Google Calendar or Outlook Calendar.

mceclip0.png

Google calendar

https://support.google.com/calendar/answer/37100?

Scroll down to the section - Use a link to add a public calendar

 

  1. Click "Settings." 
  2. Click "Calendar" on the left menu.
  3. Copy your calendar feed URL.
  4. Open your Google calendar
  5. Click on the dropdown next to “Other Calendars” located on the left side menu
  6. Select “Add by URL”
  7. Copy your calendar feed URL from your MagManager My Details page and paste that URL into the URL field
  8. Click “Add Calendar”

 Outlook calendar

https://support.microsoft.com/en-gb/topic/cff1429c-5af6-41ec-a5b4-74f2c278e98c

 

  1. Click "Settings." 
  2. Click "Calendar" on the left menu.
  3. Copy your calendar feed URL from your MagManager My Details page.
  4. On the Outlook navigation bar, click the App Launcher (a square made up of tiny white squares) and click Calendar.
  5. Under the Outlook Calendar navigation bar, click the “New” drop down arrow and click “Add calendar.”
  6. Click “From internet” and in the Link to the calendar box, paste the calendar feed URL.
  7. In the Calendar name box, enter a name for the calendar.
  8. Click Save.

 Apple calendar

  1. Click "Settings" located on the left side navigation menu.
  2. Click the "Calendar" option located in the left side sub-navigation menu. 
  3. Copy your calendar feed URL from your MagManager My Details page.
  4. In your Apple Calendar, choose File > New Calendar Subscription.
  5. Paste the calendar feed URL and click “Subscribe.”
  6. Enter a name for the calendar and choose a color to help you identify it on your calendar.
  7. Choose a location and click OK.”

 

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