Overview

The Calendar page is both a resource and a tool.

As a resource, you can quickly view your current visits with your contacts by day, week, month, year or agenda.

As a tool, you can easily sort events, create new events, edit events, or delete them. You have numerous views and navigation tools available to you. See Let's get Oriented, below!

Let's get Oriented

The Calendar page includes numerous features that allow you to view and manage the events in your calendar. Use the image below as a reference for the details below.

Navigation - To open your calendar in Marketscape CRM, click on the "Calendar" button in the left navigation from any page.

Browse Calendar - The < and > are buttons that allow you to change the content displayed in the calendar backward or forward by one increment determined by the display period you have chosen. For example, if you are looking at your calendar in Month view, the arrows will move the calendar back and forth by months.

Click on the button to change the display to today's date immediately

Browser/Display Visibility Options - The column on the left that contains the "Share Calendar" and the search and filter options can be expanded or hidden. By default, this left column will be hidden if your browser is sized too small, or if the zoom in the browser is too large. This is done in order to maintain the visibility of the calendar as the main content of the page.

If the column is closed, you can open the column by clicking the open arrow.

If the column is open and you want more space on the page to view your calendar, you can click the close arrow to hide the column. You can also close the main navigation in the same way to gain more space on the page.

The Contacts/Accounts column on the right of the page can also be visible or hidden, although you need to click the < or > buttons to open or close the content.

Choose Calendar - (Managers and Administrators only) If you click on the down chevron under "Shared Calendar" the dropdown selection will allow you to view the calendars of any users in your company for which you have permission to do so.

This will allow you to set up or change events for that user in the selected calendar.

Beneath the dropdown is a normal calendar that you can use for checking dates, or, if you click on a date, the calendar displayed will navigate to the selected date.

Search/Filter by Type

Search - Anything you type in this field will begin an auto search of the "Subject" field of any existing event in the current calendar and only show events that match.

Use this to find meetings with specific contacts by name. Typing in a contact's name will limit all visible events to those events that match.

Filter - By default, all event types are displayed. Click on the checkbox for any event type you do not want displayed and matching events will not be shown. In other words, event types with checks will show in the calendar.

Color Coding - each event is color coded by the event type assigned to it. When you have a page full of events, it is easy to tell the event type by matching them to the colors.

Choose Period - This tool allows you to choose the time period used to display the current calendar.

The "Agenda" option shows the current day's events in an expanded view.

Contacts/Accounts - This tile will show either your contacts or your accounts. The entries in the two lists are ranked by the ratings that you have added to each contact or account.

You can click on any contact or account and drag it to the calendar to create an event.

Details

The dropdown selector (top left) allows you to choose whether accounts or contacts are in the table
Clicking the > will hide the table to open up space in your browser for the calendar.
The entries in the table are ranked by your ratings of each account or contact.

Main Calendar - All of your current events will appear in your calendar. Let's look at some of the features.

Using your Calendar

In this section, we will demonstrate how to create a new event, edit an existing event, and move an event.

The Calendar page is designed to support the ACE process. For more information, see The ACE Process

Adding an Event

Drag and Drop

With the Accounts/Contacts tile open, click on an account or contact and drag it to the date and time on the calendar where you want the event to be. As shown in the animation below, a "Create Event" dialog box will open automatically.

The dialog box that opens will be slightly different for a contact or an account. Each type of dialog box is explained in detail below.

Adding an event using a Contact

If you drag a contact to the calendar, a dialog box will open that matches the next image below. Descriptions for each field are explained below.

Account - Clicking on this field will open another dialog box that allows you to choose the account connected to the selected contact.

The dialog box has four tabs. Clicking on a tab will change which accounts are displayed in the dialog box.

Associated - will show the account currently assigned to the contact
My - will show all accounts assigned to you
Recent - if you have viewed an account's Details page that account will appear in this list.
All - will display all organizations identified as accounts at your company.

Click on the account you want to associate with the event you are creating.

Contact(s) - Since you are creating an event by dragging a contact to your calendar, the contact you selected will automatically be displayed, as shown in the image above.

Clicking on the empty "Contact" field will open a selection of contacts. (Image at right)

The tabs allow you to see different views of contacts:

My - will show all contacts assigned to you
Recent -if you have viewed a contact's Details page that contact will appear in this list.
All - will display all providers identified as contacts at your company.

Click on a contact that you want to add to the event. You can up to ten contacts to an event.

Subject - This field will include the contact you used to create the event by default. The content of this field will be displayed in your calendar to identify the event. It is advisable to include a summary of the event that will make it easily identifiable.

Remember that this is a searchable field on the Calendar page. If you add key words to certain types of events, you would be able to use the search function to filter the calendar to only those events.

Location - Use this field to identify where the event will take place.

Recurrence Type - When you click on this field you will open a selection of periods from which you can choose the frequency of the event. (see image below)

None - Will set the event as a single occurrence

Daily - Allows you do set a daily period, every day, every two days, every three days, etc.

Weekly - Allows you to set a weekly period, and can be set up for any day or days you choose.

Monthly - Pick the days of the month for the meeting.

Yearly - Once a year, pick a month and day.

These settings can be changed for the event at any time.

All Day - Toggle - Turn on if the event is an all day event.

Off	On

If the event is set with "All Day" on, the next setting, "Start - End," will not be available.

Start - End - Using the simple calendar and time selection tools, you can set a start date and time along with an end date and time.

Setting the date - click on the field

Setting the time - click on the field

Click on the date for the start and end of the event.

Click on the up and down arrows to change the start and end time for the event.

Once an event is created, you can easily move and expand events in the calendar. See Moving an Event, below.

Event Type - Clicking on the "Event Type" field will open the list of options shown to the right.

These options are color coded in the calendar, and you can sort by event type to display only selected events that match what you want to see.

Completed - Toggle - If/when the event is completed, you can use this toggle to identify that the event is complete.

Off	On

Show Time as - Clicking on this field will allow you to select how you want to appear in your calendar.

Importance - Clicking on this field will allow you to select a priority level for the meeting.

Event Purpose and Expected Outcome - This is a required and important field. When you open this event in your calendar, this field is a reminder of what you intended to accomplish when you first set up the event. Imagine that you were just on the phone and a physician asked for three important requests - you would want to make sure those three items made it into the purpose of the event you are scheduling. Then, when you complete the visit, you can use the content in this field to evaluate whether you met the objectives you set for the meeting.

Call/Visit Notes - This field will only be filled out during creating an event if you are creating the event after it has happened. Nevertheless, for any event, you should add detailed notes as a reminder.

For more information, see Creating Meaningful Notes.

Record Details - Reminder - Click on this field to add a reminder for the event.

Invitees - If you need to invite other people from your company to the event you are creating, you can use this tool.

Clicking on the field will open a dialog box similar to the one on the right.

Recent - Recent users will appear here

All - this will show all users in your company.

Adding an event using an Account

With the Accounts/Contacts tile open, click on an account or contact and drag it to the date and time on the calendar you want the event to be. As shown in the animation below, a "Create Event" dialog box will open automatically.

When you drag an account to the calendar, a dialog box will open that matches the next image below. Descriptions for each field are explained below.

Account - Since you dragged an account to the Calendar, this field is already filled with the account that you chose. To change the account, you will need to click the X to the far right of the field and then add a new account.

Contact(s) - Clicking on the "Contact" field will open a selection of contacts. (Image at right)

The tabs allow you to see different views of contacts:

Associated - Click on this tab to show contacts who are assigned to the selected account.
My - will show all contacts assigned to you
Recent - if you have viewed a contact's Details page that contact will appear in this list.
All - will display all providers identified as contacts at your company.

Click on a contact that you want to add to the event. You can add up to ten contacts to an event.

Subject - This field will include the account you used to create the event by default. The content of this field will be displayed in your calendar to identify the event. It is advisable to include a summary of the event that will make it easily identifiable.

Remember that this is a searchable field. If you add key words to certain types of events, you would be able to use the search function to filter the calendar to only those events.

Location - The address of the selected location is added by default. If needed, change this to a location of your choice.

Recurrence Type - When you click on this field you will open a selection of periods from which you can choose the frequency of the event. (see image below)

None - Will set the event as a single occurrence

Daily - Allows you do set a daily period, every day, every two days, every three days, etc.

Weekly - Allows you to set a weekly period, and can be set up for any day or days you choose.

Monthly - Pick the days of the month for the meeting.

Yearly - Once a year, pick a month and day.

These settings can be changed for the event at any time.

All Day - Toggle - Turn on if the event is an all day event.

Off	On

If the event is set with "All Day" on, the next setting, "Start - End," will not be available.

Start - End - Using the simple calendar and time selection tools, you can set a start date and time along with an end date and time.

Setting the date - click on the field

Setting the time - click on the field

Click on the date for the start and end of the event.

Click on the up and down arrows to change the start and end time for the event.

Once an event is created, you can easily move and expand events in the calendar. See Moving an Event, below

Event Type - Clicking on the "Event Type" field will open the list of options shown to the right.

These options are color coded in the calendar, and you can sort by event type to display only selected events that match what you want to see.

Completed - Toggle - If/when the event is completed, you can use this toggle to identify that the event is complete.

Off	On

Show Time as - Clicking on this field will allow you to select how you want to appear in your calendar.

Importance - Clicking on this field will allow you to select a priority level for the meeting.

For more information, see Creating Meaningful Notes.

Record Details - Reminder - Click on this field to add a reminder for the event.

Invitees - If you need to invite other people from your company to the event you are creating, you can use this tool.

Clicking on the field will open a dialog box similar to the one on the right.

Recent - Recent users will appear here

All - this will show all users in your company.

Edit an Event

If you hover over an event in your calendar, you will see a pop-up window that shows you the complete event subject.

The image from the right is from the Month view. The pop-up is the same in Week view.

If you left-click on the event, you will see a slightly expanded view. The major difference in this view is the contact's name at the bottom, which is a link to the Contact Details page for the selected contact.

However, if you right click on an event, you will see the shortcut menu to the right.

Clicking any of the rows in this shortcut menu will perform an action that will be described below this table.

Edit Event & Edit Event Series - either option will allow you to make changes to the event. All of the options available to you when you created the event can be changed.

To see how to work with all of the available settings, see Adding a Contact above.

If the event is a single instance, only the "Edit Event" option will be available. Clicking the option will open a dialog box called "Edit Event."
If the Event is a series, either the "Edit Event" link or the "Edit Event Series" will open the "Edit Event Series" dialog box.

Add Notes - Clicking on the "Add Notes" link will open the "Edit Event" dialog box with the "Call/Visit Notes" field visible. Click on the "Call/Visit Notes" field and add your notes, then click the "Save" button.

For more information see Creating Meaningful Notes.

Add Expense - Clicking this option will allow you to add an expense for the visit.

Complete - Clicking on the "Complete" link will open the "Edit Event" dialog box, and will set the "Completed" toggle to the "On" position.

Click on the "Save" button to complete the event.

> Map - Selecting the "Map" menu item will open two more options:

Selecting "Google Maps" will open Google Maps in your browser with the event location as the destination for navigation. Cool!
Selecting "Copy to Clipboard" will copy the location of the event to your computer clipboard.

> Delete Event - Opening this menu option will allow you to delete a single event, a single event in series, or an entire series.

Deleting a single event in a series will not change future or past events in the same series.

With either option, you will be asked to confirm that you want to delete the event.

Moving an Event

You can click and drag any event to a new time. In addition, if you want to change the length of the meeting, you can drag the size of the event in your calendar.

These changes will only impact the specific event that you move or size. Any other events in a series are unchanged. To make universal changes to an event series, use the Edit Event Series option in the shortcut menu.

Additional Resources

The following resources provide more details of the Calendar and can be downloaded or viewed. The four links will open in new windows.

Checklist & Settings - link to the .PDF file
Feature deck - link to the .PDF file
Webinar recording - a webinar recording that shows the main features and uses of the Marketscape CRM Calendar!
Embedded storylane - A guided walkthrough that will show you all of the main features of the Calendar

Calendar Overview

Overview

In this article

Let's get Oriented