Project Activities (Meetings and Tasks)

Modified on Tue, 23 Sep at 8:55 PM

Once a project has been created for your client, you can add an activity—such as a follow-up meeting, send an email, create a task, or add a note. Simply click on one of the icons at the top left of the project overview.

Meeting or Task: You’ll be taken directly to the activity creation screen.
Email: You'll be prompted to confirm that you've sent the email. (Once email syncing is live, this will happen automatically.)
SMS or Call: You can confirm that the activity was completed. If you're on mobile, selecting one of these options will open your default messaging or phone app to send a text or make a call.
Note: This is a shortcut to the Project Notes field

Adding a Meeting Activity

Clicking the + Meeting icon will open a pop-up window for you to create a new meeting.

The Title field is mandatory and must be completed. Rave will automatically populate the remaining fields with today's date, an approximate start time, and assign you as the activity owner. You can update any of these fields as needed.

To specify when the meeting ends, simply click the + End Time button to add an end time

Activity Owner: This will default to you. If you have the appropriate permissions, you can change the owner to any user within your branch using the drop-down menu.
Participants: Use this drop-down to select participants from the People tab. This includes clients, contractors, and internal users.
Activity Notes: Add any relevant notes here, such as directions, key information, or agenda items.
Add Video Conference Link: Paste a link to your online meeting platform (e.g., Zoom, Microsoft Teams) to make it easily accessible.
Add Location: Enter a physical location or address. If a valid address is provided, a "View in Google Maps" icon will appear—clicking this will open the location in a new browser tab. This is especially helpful for navigating to a site while on the road.
Going?: This will be set to Yes by default. You can change it to No or Maybe as needed.
Save: Click Save to confirm and create the meeting activity.
Once saved, participants will receive an email invitation to the meeting. This email will include a .ics file, allowing them to easily add the meeting to their external calendar (e.g., Outlook, Google Calendar). The email content will also include all relevant meeting details, as shown below.

Once your activity is saved, you'll be redirected to the Activities sub-tab, which features both a Calendar view and a List view of all your scheduled activities.

In Calendar view, you can double-click on any date to open the Add Activity modal, making it easy to schedule new activities directly from the calendar.

To edit an activity:

In Calendar view, simply double-click the activity title to open the Edit Activity modal.
In List view, click the calendar icon on the right side of the activity to open the same modal.

Within the edit modal, you can update the following fields:

Title
Date and Time
Activity Owner (if you have the appropriate permissions)
Participants
Notes
Location
Video Conference Link (add or remove)

Once you've made your changes, click Save. This will send all participants an updated event email with the revised details.

The paper plane icon beside the participants names will allow you to re-send the activity invitation.

Marking Activities as Complete, and Reverting to Incomplete

You can mark an activity as complete at any time—even before it takes place (for example, if it was actioned earlier but not updated in Rave).

To mark an activity as complete:

In either Calendar or List view, click the icon with an exclamation mark (!) inside a circle, located next to the activity.
Once marked complete, the icon will change to a check mark (✔️), indicating the activity is done.
Note: Completed activities cannot be edited.

If you need to make changes, you can mark the activity as incomplete by clicking the check mark. This will revert the icon back to the exclamation mark, allowing you to edit the activity again.

The Rave app allows you to call, text, and email directly from within the platform:

Emailing via the Rave app will open your device’s default mail application, allowing you to compose and send the email from there.
If you prefer to use a different email app, simply select ‘Confirm’ to acknowledge that the email has been sent outside of Rave.

When using a laptop or desktop, selecting Call, Text, or Email will trigger a confirmation pop-up asking you to confirm that the activity has been completed.

Adding a Task Activity - diarising a follow-up, to do, or other action

Similar to creating a meeting activity, clicking the + Task icon will open the Add Activity – Task pop-up for you to complete.

The Title field is mandatory and should clearly describe the task (e.g., "Drop off a thank-you gift basket to Morgan and Tama").
Rave will automatically populate the other fields with today’s date, an approximate time, and assign you as the activity owner.
You can update any of these fields as needed, and click + End Time if you wish to specify when the task should end.

Note: Tasks are intended as individual actions, so they cannot have participants—they are assigned to one person only.

Once you've completed the form, click Save to confirm and create the task.

Adding a Project Note

Project Notes are visible only to branch staff by default. However, if your branch has enabled the relevant setting, contractors may also be granted access to view them.

Clicking the + Notes icon will open the Project Notes sub-tab, where you can:

Add an internal note.
Attach documents using the Attach File to Note button.

As soon as you enter text into the Add internal note field, the Save button will become active. Click Save to confirm and store your note.

Paperclip Icon: Attach a file to the note.
Thumb Tack / Pin Icon: Pin the note to the top of your notes section. Pinned notes stay at the top, while all other notes are listed below in order from newest to oldest.
Pencil Icon: Edit your note.
Red Trashcan Icon: Delete your note.