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Reminders, Recent Activity, & Document History

Josh
  • Updated

The Summary tab of a contact record has three closely related sections: Reminders (a task list for you or your team), Recent Activity (notes, emails, texts, and activities you've logged), and Form & Document Submission History (forms the family has submitted).

💡Quick Answers

  • Where do I find them? On the Summary tab of any contact record.
  • How do I add a reminder? Click the green plus next to Reminders, set the Owner (yourself or a teammate), pick a Due Date, type the description, then Save.
  • Where are reminders visible? In the contact record, in the Dashboard Reminders section, and as a notification by your name in the upper right. Reminders assigned to someone else show on their side.
  • Can reminders be set in bulk? No. Set them per contact, either manually or through an automated communication plan step.
  • What goes in Recent Activity? Notes, activities (phone screens, voicemails, tours), emails, text messages, billing emails, and calendar appointment emails (confirmation, reminder, cancellation) sent through the system. System emails (e.g. automated thank you emails) and authentication emails (e.g. password resets) do not appear (the latter for security reasons). Permissions still apply: for example, only admins with financial permission see the full body of billing emails. Custom Activity Types are managed under Activity Items.
  • Where do I see older entries? Click "See full activity history" in the top right of the Recent Activity section.
  • Can everyone see the body of billing emails in Recent Activity? No. Billing email templates have the financial permission applied by default, so only admins with that permission see the full email. This is on top of the standard Visible to permission, which controls who sees the entry at all. Anyone who can see the entry but lacks financial permission sees just the email's title, the same restriction already in place for other permission-gated emails in Sent Emails.

In this Article

Reminders

Reminders can be set on individual contacts to manage any next steps for yourself or another team member, such as scheduling a parent phone screen or sending a soccer tournament email invite by the end of next week. The Reminders section is to the right on the Summary tab of the contact record.

Important Note

Reminders cannot be set in bulk and must be set within a contact record or through a step in your automated communication plan.

Add a Reminder

To add a new Reminder, follow these steps:

  1. Click on the green plus sign (+) next to the Reminders heading.
  2. Set the Owner for the reminder by selecting from the drop-down menu.
  3. Set the Due Date for the reminder by selecting from the date picker.
  4. Type a description in the Body section for your reminder
  5. Click on the green Save button to save the new reminder, or click the Revert button to cancel creating the new reminder.

Edit a Reminder

To edit an existing Reminder, follow these steps:

  1. Hover over the reminder you want to change.
  2. Click on the Edit (blue pencil) button that appears in the top right of the reminder.
  3. Make your desired changes and then click on the green Save button in the top right corner of the reminder.

Delete a Reminder

To delete an existing Reminder, follow these steps:

  1. Hover over the reminder you want to delete.
  2. Click on the Delete (red X) button that appears in the top right of the reminder.
  3. You will be asked to confirm that you want to delete the reminder. Click Confirm and the reminder will be permanently deleted.

View All Reminders

Reminders can be viewed in three different locations:

  • In the Reminders section of the contact record with which the reminder is associated.
  • In the Reminders section of the Dashboard. If you set a reminder for another team member, then it will show up in their reminder list of the Dashboard.
  • As a notification by your name in the upper right of your Finalsite Enrollment site. If you set a reminder for another team member, then it will show up in their notification list.

Recent Activity

The Recent Activity area includes Notes, Activities (phone screens, voicemails, tours), Emails, SMS/Text messages, billing emails, and calendar appointment emails (confirmation, reminder, cancellation) sent through the system. 

⚠️ Important Notes

  • The most recent activities, notes, emails, and text messages will show by default in this Recent Activity section of the contact record. To view older items, click on the blue text for See full activity history in the top right of the Recent Activity section.
  • Permissions still apply. For example, only admins with financial permission see the full body of billing emails. Custom Activity Types are managed under Activity Items.

Add an Activity/Note

To add a new Activity, follow these steps:

  1. Click on the green plus sign (+) next to the Recent Activity heading.
  2. Type your Note text.
  3. Set the Activity Type (if applicable) by selecting from the drop-down menu. You can add or remove custom Activity Types on the Activity Items setup page
  4. Set the Visibility for the activity item. The default is visible to All. Visibility is based on the permissions set for each admin account in your site.
  5. Set the Date for the activity by selecting from the date picker. It defaults to the current date.
  6. Click on the blue checkmark button to save the new activity, or click the grey X button to cancel adding the new activity.

There are a few activity types that are hardcoded and automatically set by the system: 

  • Online Inquiry: This activity type is recorded whenever an Inquiry form is imported into the system for the contact.
  • Online Application: This activity type is recorded whenever an Application form is imported into the system for the contact. 
  • Application Fee: This activity type is recorded whenever an Application fee is recorded in the system.

Delete an Activity/Note

To delete an activity or note, simply hover over it in the Recent Activity section and click on the red trash can icon that appears in the bottom right of the activity/note. Please note: Sent emails cannot be deleted from the activity history.

Edit an Activity/Note

To edit an activity or note, simply hover over it in the Recent Activity section and click the area you would like to update (e.g. note text, visibility, date, etc.). Please note: Activity items can only be edited when they are in the Recent Activity section. Once they have moved to the Full activity history, they cannot be edited.

Email Visibility

Emails that are sent manually by your team (in bulk or individually), as well as emails sent through Automated Communication Plan (ACP) steps, will be recorded within the activity history on the contact record. This also includes billing emails and calendar appointment emails (confirmation, reminder, and cancellation). Select the Click to see details text to expand and view the entire email that was sent.

To set visibility permissions for an email, click on All at the top of the message next to Visible to and select the grouping from the drop-down menu.

Billing emails follow financial permissions, in addition to the standard Visible to permission described above. The Visible to grouping controls who can see the entry at all; financial permission then controls whether someone who can see it also sees the full body. Default billing email templates have the financial permission applied, so any admin without that permission will only see the email's title in the activity history, not the body; the same behavior you see today for other restricted emails in Sent Emails.

Important Notes on Email Visibility

System emails (e.g. automated thank you emails) and authentication emails (e.g. password reset or account verification emails) are not recorded in the activity history on the contact record. Authentication emails are excluded specifically for security reasons. Billing and calendar appointment emails are now recorded (see below).

There is no toggle or filter to hide billing or calendar emails from the activity history. They appear alongside every other email sent manually or through an ACP, so recurring emails (e.g. monthly billing reminders) will show up each time they're sent.

Sent emails cannot be deleted from the activity history.

Text Message Visibility

SMS/text messages that are sent by your team (in bulk or individually) will be recorded within the activity history on the contact record. 

To set visibility permissions for a text message, click on All at the top of the message next to Visible to and select the grouping from the drop-down menu.

Updating the visibility permissions on a text message.png

Viewing Notifications on Student & Parent Records

The Recent Activity section of both the student and parent contact records shows email and text message history, ensuring safe and transparent communication. This update helps schools comply with Oklahoma’s HB 3958 and Kentucky’s SB 181, which require staff communications with students to be visible and traceable. Even if your school isn’t located in these states, this feature is available to all sites and ensures that families and administrators can view all messages in one centralized location.

Form & Document Submission History

At the bottom right section of the contact record's summary tab is the Form & Document Submission History. This is where you can view all completed forms and uploaded documents, along with their submission dates and times, for the student. Click on the name of any of the forms or documents to view or download the item.

  • Submitted Forms include any forms that were submitted electronically through the Finalsite Enrollment system (e.g. application forms, recommendations, or custom enrollment forms).
  • Uploaded Documents include any additional documents that were uploaded to a file upload checklist item or on a document request form.
     

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