Working with Activities

What is an Activity?

In CiviCRM virtually every interaction with a constituent is considered an activity. Each module (CiviEvent, CiviContribute, etc.) of CiviCRM creates a record of such activities as contributions, event attendance, membership renewal, and emails. By recording these activities, CiviCRM gives you the means to track all your interactions with your contacts and retain a history of their activity with your organization.

Create a New Activity Type

CiviCRM has 22 core activity types. You can create as many activity types as necessary for your organization.

  1. In the Administration Menu across the top of your page, select Administer → Option Lists → Activity Types.
  2. Scroll to the bottom of the list.
  3. Click the New Activity Type button.
  4. Enter a Label.
  5. Enter a Description.
  6. Make sure Enabled? is selected.
  7. Click the Save button to save the new activity type.

Add an Activity

Many activities are automatically created when users interact with your site (such as making a contribution). For tracking phone calls, emails, and meetings and scheduling follow-up activity, you will need to input activities manually.

Create a New Activity from the Administration Menu

  1. In the Administration Menu across the top of your page, select Contacts → New Activity.
  2. Select an activity from the Activity Type drop–down.

  3. IMPORTANT!

    The email activity type is not available here. To send an email, select Contacts → New Email.


  4. Enter the name of the contact you are adding the activity for in the With Contact field. This field is a searchable field. As soon as you begin typing, CiviCRM will begin searching for a match. Once the match is found:
  5. Select the match.
  6. Enter the name of the person you are assigning this activity to, if applicable, in the Assigned To field.
  7. Complete the form as necessary.
  8. Expand the Attachment(s) box to attach files related to this activity.
  9. Expand the Schedule Follow-up box to schedule a follow–up activity.
  10. Click the Save button to save the activity.

Create a New Activity from Within a Contact

  1. Search for the contact using one of the Search features (See Search for a Contact).
  2. Click the name of the contact on the left-hand side, or the View link on the right-hand side of the contact's row.
    You are now in View mode for the contact.
  3. Click the Activities tab.
  4. Select an activity from the Activity Type drop-down.
    A new activity page will appear labeled according to the activity you have selected. (New Meeting, New Phone Call, etc.)
  5. Fill in the details for the activity.
  6. If you have files that you want to associate with this activity, click the Attachment(s) arrow to expand the box.
  7. Click the Browse button to browse your local machine for the file.
  8. Select the file.
  9. Click the Open button.
  10. If you want to schedule a follow-up activity associated with this activity, click the Schedule Follow–up arrow to expand the box.
  11. Fill in the details for the scheduled activity.
  12. Click the Save button to the save the activity.