📢 Overview
Efficiently managing appointments and tasks in Shape helps keep your team organized and ensures you never miss an important follow-up. Shape’s built-in scheduling tools allow you to set reminders, track progress, and follow up with leads seamlessly.
🗓 Scheduling Appointments in Shape
📌 How to Create an Appointment
1️⃣ Navigate to the Lead or Contact record.
2️⃣ Click the Calendar Icon or go to the Appointments tab.
3️⃣ Select Create Appointment and enter details:
- Title: Meeting subject
- Date & Time: When the appointment will take place
- Duration: Estimated length
- Location or Virtual Link: Add an address or Zoom link
- Assigned User: Who will handle the meeting
4️⃣ Click Save to log the appointment.
📌 Pro Tip: Integrate with Google Calendar to sync Shape appointments with your schedule!
✅ Best Practices for Scheduling Appointments
📌 Confirm Appointments in Advance
- Send an email or text reminder to the client a day before.
📌 Include Relevant Notes
- Add a brief description to remember key points for discussion.
📌 Assign Appointments to the Right Team Member
- Ensure Account Managers, Onboarding Specialists, or Support Agents are assigned correctly.
📌 Use Automations for Reminders
- Shape can auto-send notifications before the appointment.
📌 Track No-Shows & Reschedules
- Mark missed appointments and reschedule as needed.
✅ Tracking & Managing Tasks in Shape
📋 How to Create a Task
1️⃣ Open a Lead or Contact record.
2️⃣ Click the Tasks tab or navigate to the Task Manager.
3️⃣ Select Create Task and enter:
- Task Name: Short description of the task
- Due Date: When it must be completed
- Priority Level: Low, Medium, or High
- Assigned User: The person responsible
- Task Notes: Additional details for context
4️⃣ Click Save to add the task.
📌 Pro Tip: Tasks can be linked to leads, contacts, and deals for easy tracking!
✅ Best Practices for Task Management
📌 Set Task Priorities
- Assign High, Medium, or Low priority to stay focused.
📌 Use Task Templates for Recurring Actions
- Automate common follow-ups like “Send contract” or “Check-in after demo”.
📌 Monitor Overdue Tasks
- Review the Task Dashboard daily to ensure nothing is missed.
📌 Use Tags for Organization
- Label tasks with Follow-up, Contract Review, or Urgent for clarity.
📌 Leverage Task Automation
- Auto-assign tasks based on lead status changes or follow-up schedules.
📊 Reviewing Appointments & Tasks
📌 Track Appointments in the Calendar View
- Use the Appointments Tab to see scheduled meetings at a glance.
📌 Use Task Reports for Productivity Insights
- See completed, pending, and overdue tasks to improve efficiency.
📌 Sync with External Calendars
- Ensure Google or Outlook integration is enabled to avoid conflicts.
📌 Follow Up on Missed Appointments
- Reschedule or assign follow-ups for no-show clients.
🚀 Final Thoughts
By organizing tasks and scheduling appointments effectively in Shape, your team stays on top of critical activities, ensuring higher lead engagement and better customer relationships.
📌 Need help? Visit Shape’s Help Center or contact support for assistance!
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