Scheduled Calls

Overview

The Scheduled Calls feature helps you plan, organize, and track future communications with partners. Schedule calls in advance, set reminders, and ensure no partner conversation falls through the cracks.

What are Scheduled Calls?

Scheduled Calls are planned future communications with partners. Unlike Call History (which logs past communications), Scheduled Calls help you:

• Plan upcoming partner conversations
• Set reminders so you don't forget
• Track which calls are completed, missed, or need rescheduling
• Manage your communication workload

Scheduling a New Call

Step 1: Open the Schedule Dialog

1. Navigate to the Scheduled Calls page
2. Click the "Schedule New Call" or "Add Scheduled Call" button
3. A dialog will appear with the scheduling form

Step 2: Select the Partner

Partner* (Required):

• Enter the Partner ID or search for the partner
• This identifies who you'll be calling

Step 3: Call Details

Subject* (Required):

• Brief description of the call purpose
• Examples: "Monthly check-in", "Follow-up on prayer request", "Event invitation"

Date* (Required):

• When you plan to make the call
• Click the calendar icon to select a date
• Can be today or any future date

Time (Optional):

• Specific time you plan to call
• Use 24-hour or 12-hour format depending on your system
• Helps you organize your daily schedule

Duration (Optional):

• Expected length of the call in minutes
• Examples: 15, 30, 60 minutes
• Helps with time management

Step 4: Priority & Status

Priority* (Required) - How important is this call:

• Low - Routine, can be rescheduled if needed
• Medium - Standard priority, should happen as scheduled
• High - Important partner or topic
• Urgent - Needs immediate attention, top priority

Status (Optional) - Current status of the scheduled call:

• Scheduled (Default) - Planned and waiting to happen
• Completed - Call has been made
• Missed - Call was scheduled but not completed
• Rescheduled - Moved to a different date
• Cancelled - No longer happening

Step 5: Contact Information

Phone Number (Optional):

• The phone number you'll use to call the partner
• Helpful when partners have multiple numbers
• Pre-fill this from partner record or enter manually

Step 6: Call Purpose & Notes

Purpose (Optional):

• Why are you making this call?
• What do you hope to accomplish?
• Examples:
  • "Follow up on their interest in the upcoming retreat"
  • "Check in after their recent donation"
  • "Prayer request follow-up from last month"

Preparation Notes (Optional):

• Talking points or things to remember
• Information you need to have ready
• Questions you want to ask
• Examples:
  • "Ask about their daughter who was sick"
  • "Have event dates ready to share"
  • "Review last call notes before calling"

Step 7: Reminder Settings

Reminder (Optional):

• Set how many minutes before the call you want a reminder
• Examples: 15, 30, 60 minutes before
• Helps ensure you don't miss the call

Step 8: Save the Scheduled Call

Click "Schedule Call" to save the entry.

Viewing Scheduled Calls

Scheduled Calls Table

The Scheduled Calls page displays all your planned calls in a table with:

• Partner Name - Who you'll be calling
• Subject - Call purpose
• Scheduled Date & Time - When the call is planned
• Duration - Expected call length
• Priority - Importance level (with color coding)
• Status - Current status (Scheduled, Completed, etc.)
• Actions - View, Edit, Delete buttons

Default View

By default, the table shows:

• Upcoming scheduled calls first
• Sorted by date and time
• Calls from today and future dates

Searching Scheduled Calls

Use the search box to find calls by:

• Partner name
• Subject
• Purpose or notes content

Filtering Scheduled Calls

Click the Filter button to narrow down your view:

Filter by Priority:

• Urgent only
• High priority
• Medium priority
• Low priority

Filter by Status:

• Scheduled only
• Completed
• Missed
• Rescheduled
• Cancelled

Filter by Date Range:

• Today's calls
• This week's calls
• This month's calls
• Custom date range

Filter by Partner:

• Calls for specific partners

Viewing Call Details

Click the View (eye icon) button to see complete information:

• All scheduling details
• Full purpose and preparation notes
• Partner contact information
• Reminder settings
• Call status and priority

Editing Scheduled Calls

How to Edit

1. Find the call in the table
2. Click the Edit (pencil icon) button
3. Update any information
4. Click "Update Scheduled Call" to save

Common Edits

Rescheduling a Call:

1. Edit the scheduled call
2. Change the Date and/or Time
3. Update Status to "Rescheduled"
4. Add a note in Preparation Notes about why it was rescheduled
5. Save changes

Marking as Completed:

1. Edit the scheduled call
2. Change Status to "Completed"
3. Save changes
4. Then log the actual call in Call History

Marking as Missed:

1. Edit the scheduled call
2. Change Status to "Missed"
3. Consider creating a new scheduled call for follow-up
4. Save changes

Cancelling Scheduled Calls

How to Cancel

Option 1 - Mark as Cancelled:

1. Edit the scheduled call
2. Change Status to "Cancelled"
3. Add a note explaining why in Preparation Notes
4. Save changes

Option 2 - Delete the Call:

1. Click the Delete (trash icon) button
2. Confirm deletion

Deleting Scheduled Calls

How to Delete

1. Find the call in the table
2. Click the Delete (trash icon) button
3. Confirm the deletion

Best Practices

Scheduling Strategy

1. Schedule Regularly:

   • Don't just schedule when follow-up is needed
   • Plan regular check-ins with active partners
   • Schedule proactively, not reactively

2. Be Realistic:

   • Don't over-schedule in one day
   • Allow buffer time between calls
   • Consider your other responsibilities

3. Plan Ahead:

   • Schedule calls at least a few days in advance
   • Review your week on Monday and schedule accordingly
   • Block out time on your calendar for calls

Using Priorities Effectively

Urgent:

• Partner emergencies or critical situations
• Time-sensitive matters (event registration closing, etc.)
• High-value partner needs immediate attention

High:

• Important partners who deserve priority
• Follow-up on significant commitments
• Calls that could impact partnership decisions

Medium:

• Regular check-ins
• Standard follow-up calls
• Routine communication

Low:

• Optional touch-points
• Calls that can easily be rescheduled
• Nice-to-have conversations

Preparation for Success

1. Write Good Preparation Notes:

   • Review partner's call history before scheduling
   • Note specific topics to discuss
   • List questions to ask
   • Include any materials you need to have ready

2. Review Before Calling:

   • Read your preparation notes 5 minutes before the call
   • Review the partner's recent call history
   • Have any promised information ready

3. Set Realistic Durations:

   • First calls: 30-45 minutes
   • Regular check-ins: 15-20 minutes
   • Complex discussions: 45-60 minutes

After the Call

1. Update Status Immediately:

   • Mark as Completed if done
   • Mark as Missed if you couldn't make it
   • Reschedule if needed

2. Log in Call History:

   • Create a call history entry with details
   • Include what was discussed
   • Note any follow-up needed

3. Schedule Next Call:

   • If ongoing communication is needed, schedule the next call right away
   • Don't wait until you "remember to do it later"

Managing Your Call Schedule

Daily Routine

Morning:

1. Filter scheduled calls for "Today"
2. Sort by time
3. Review preparation notes for first few calls
4. Make any needed adjustments

Throughout the Day:

1. Make calls according to schedule
2. Log completed calls in Call History immediately
3. Update scheduled call status

End of Day:

1. Mark any missed calls
2. Reschedule what's needed
3. Preview tomorrow's calls

Weekly Planning

Monday Morning:

1. Review the week's scheduled calls
2. Add new calls for the week
3. Prepare materials needed for the week's calls

Friday Afternoon:

1. Review completion rate for the week
2. Reschedule any missed calls
3. Plan next week's calls

Monthly Review

1. Look at completed vs. missed calls
2. Identify patterns (certain partners hard to reach?)
3. Adjust scheduling strategy as needed
4. Review priority distribution

Common Questions

Q: What's the difference between Scheduled Calls and Call History?

A: Scheduled Calls are for future/planned calls. Call History is for past/completed communications. When you make a scheduled call, mark it completed in Scheduled Calls AND log the details in Call History.

Q: Can I schedule multiple calls with the same partner?

A: Yes, you can schedule as many calls as needed with each partner. This is normal for active partnership relationships.

Q: What happens if I miss a scheduled call?

A: Mark it as "Missed" in the system and create a new scheduled call for follow-up. Add a note about why it was missed if relevant.

Q: Should I delete completed calls?

A: No, leave them in the system as "Completed." They provide a history of your planned communication. The system may archive old completed calls automatically.

Q: Can I see another team member's scheduled calls?

A: This depends on your permission level. Team leads and administrators typically can see all scheduled calls. Regular users may only see their own.

Q: How far in advance should I schedule calls?

A: Schedule at least 3-7 days ahead for regular check-ins. For monthly calls, schedule at the beginning of each month. For urgent matters, schedule as soon as the need is identified.

Q: What if a partner requests a call at a specific time?

A: Schedule it immediately while you're talking to them. Get it on your calendar right away. Use the Notes to remind yourself this was partner-requested.

Q: Can I set recurring scheduled calls?

A: Current system doesn't support automatic recurring. Create each call individually, or create them in batches (e.g., schedule all your monthly calls at once).

Related Topics

• Managing Partners - Learn about partner records
• Call History - Log completed calls
• Call Reports - Analyze call patterns and effectiveness