Summary: The Activities feature in Fease allows schools to record tasks, follow-ups, and important notes directly on debtor accounts. Activities appear on the dashboard for easy tracking and management.

Fease > Debtors > Accounts > [Account] > Activities

What are Activities?

Activities are manual task records you can add to a debtor account to track:

• Calls or conversations with parents
• Promised payment dates
• Follow-up tasks to be completed
• Payment arrangement details
• Important notes about the account
• Due dates for promised actions

Activities are not automated —they're manually created by your finance or collections staff to track manual interventions and personal follow-ups.

How to Add an Activity

1. Navigate to Debtors > Accounts.
2. Click on the debtor account you want to add an activity to.
3. Select the Activities tab.
4. Click Add Activity.
5. Fill in the following:
   • Activity Type: Call, Email, SMS, Promise to Pay, Payment Arrangement, Follow-up, Note, Other
   • Due Date: When this activity should be completed or checked (e.g., a promised payment date)
   • Description: Details of the activity (e.g., "Parent promised R500 payment by Friday" or "Left voicemail, awaiting callback")
   • Assigned to: Which staff member is responsible for this activity
6. Click Save.

Viewing Activities on the Dashboard

Activities appear in two places:

• Account Detail Page: All activities for that account are listed chronologically in the Activities tab
• Dashboard Report: Navigate to Reports > Activities Report to see all activities across all accounts, filtered by:
  • Due date
  • Activity type
  • Assigned staff member
  • Account age

Activity Types

Tracking Due Activities

When you set a due date on an activity, it appears in the Activities Report grouped by due date. This helps your team:

• Track promised payments: See all accounts where parents promised to pay today
• Schedule follow-ups: Identify which accounts need callback tomorrow
• Manage workload: Prioritize manual follow-up tasks by due date

Due Activities Notification (Sprint 2 Feature): Admin users automatically receive a notification on the day an activity is due, so important follow-ups don't get missed.

Example Activities Workflow

Best Practices

• Be specific: "Called parent" is less useful than "Called parent, offered 2-month payment plan, declined"
• Always set due dates: Due dates trigger notifications and help with follow-up tracking
• Assign ownership: Assigning to a specific staff member ensures accountability
• Log conversations promptly: Add activities the same day to keep records current
• Use for promises: Every promised payment should be logged as an activity with a due date
• Follow up on missed promises: If an activity due date passes without payment, add a new follow-up activity

Frequently Asked Questions

Q: Are Activities different from Notes?

A: Yes. Notes are general information (no due date). Activities are tracked tasks with due dates and assigned owners, so they trigger workflow notifications and appear in reports.

Q: Do activities affect automated workflows?

A: No. Manual activities do not pause or restart automated reminders. If a parent promises payment but the automated SMS still sends that day, it's your responsibility to pause the account or communicate with the parent.

Q: Can I see activities in the Handover Report when an account is handed to collectors?

A: Yes. All activities are included in the handover email, so collectors can see the payment history and agreements made with the parent.