Introduction: In this informative tutorial, Tony Holowitz, an expert in ACT! CRM software, will guide you through the process of scheduling an activity to multiple contacts. Focusing specifically on scheduling a call, Tony will share valuable tips and essential settings to ensure smooth and efficient activity management. Let’s dive in and learn how to optimize activity scheduling with ACT!

1. Understanding Activity Scheduling in ACT!: Before we begin, Tony clarifies that whether you schedule a call, meeting, or to-do, the process remains the same. In this tutorial, he will demonstrate scheduling a call to multiple contacts. Tony also highlights an important limitation – ACT! allows scheduling an activity to up to 150 contacts at a time. For larger groups, he shares a workaround known as the “ACT 150.”

2. Preparing the Lookup of Contacts: Tony starts by explaining the first step: performing a lookup to find the contacts you want to schedule the call for. In his demonstration database with approximately 130 contacts, he shows how to use the “Lookup” feature to find and prepare the desired contacts.

3. Activating the “Create Separate Activities” Option: An essential setting to check before proceeding is “Create Separate Activities when scheduling with multiple contacts.” Tony demonstrates where to find this option in ACT! preferences and emphasizes its importance for avoiding scheduling issues.

4. Scheduling the Call for Multiple Contacts: Now that the lookup is complete and the “Create Separate Activities” option is enabled, Tony proceeds to schedule the call for multiple contacts. He clicks on the “Call” option, selects “Select Contacts” from the dropdown, and chooses the “Current Lookup” to apply the previously prepared contacts. By clicking the double arrows, he moves all selected contacts to the right side of the screen. Tony then enters the subject and clicks “OK” to schedule the call for all the chosen contacts.

5. Confirming Scheduled Activities: Tony demonstrates how to confirm the scheduled call by accessing the individual contact’s Activities tab. He also mentions that a task list can display all the scheduled calls, making it easier to keep track of multiple activities.

Conclusion: Thanks to Tony Holowitz’s expert guidance, scheduling activities to multiple contacts in ACT! CRM software becomes a seamless process. By performing a lookup, enabling the “Create Separate Activities” option, and following the steps outlined, users can efficiently manage their contact activities. With ACT!, businesses and individuals can stay organized, maximize productivity, and effectively communicate with their contacts.

We hope you found this tutorial helpful. Stay tuned for more insights and tips from Tony Holowitz to enhance your experience with ACT! and elevate your contact management capabilities. Thank you for joining us, and have a fantastic day!