Track calls, meetings and follow-ups

You log a call, meeting, e-mail, note or task with ”+ Log” on the timeline of a deal, a company or a contact. It is recorded at once. A deal’s next open task shows on its Pipeline card, and due tasks show in Your follow-ups on the brief page.

Where do I find an activity timeline?

In three places, each headed Activity. Which one you log on decides what the entry is attached to:

• A deal on the Pipeline board — Details on the card opens the deal’s drawer, and a deal kept in Business-Gym shows its timeline there. An entry logged here is attached to the deal.
• A company page → Activity tab — everything about that company: what was logged on the company, on any of its deals and on any of its contacts. An entry logged here is attached to the company only.
• A contact — on the company page’s Contacts tab, Activity under a contact opens their timeline and Hide activity closes it. An entry logged here is attached to the contact and their company.

So the company’s tab is the one place that shows it all; a deal’s drawer shows only what was logged on the deal. Every timeline lists entries newest first, up to the 500 most recent.

A deal kept in an outside CRM does not get this timeline in its drawer. Instead it has an Activity timeline, read live from Dynamics where that reading is switched on, and Not available yet otherwise (see Where does your CRM data live?). Where the CRO Head’s next-step suggestions are switched on, such a drawer also has a Tasks in Business-Gym section, which works the same way as the timeline described here.

How do I log an activity?

Select ”+ Log”, pick the Type, write a Subject and Save. The entry exists at once and is written to the audit trail — there is no proposal and nothing to approve.

The form has four fields:

• Type — Call, Meeting, E-mail, Note or Task. It starts on Call.
• Subject — required, at most 200 characters.
• Details (optional) — free text, up to 10,000 characters.
• When — offered only for a Task or a Meeting, and optional. You enter it in your own local time; it is stored as an exact moment.

Save stays unavailable while the subject is empty or the time cannot be read. A subject of only spaces says “Give it a subject.”, and a time that cannot be read says “That time is not valid.” If saving fails you see Could not save, and what you typed stays in the form.

Logging an E-mail records that an e-mail happened. It sends nothing.

Each entry shows its type, its subject, its Due time if it has one, when it was recorded, and its details.

How do tasks work?

A task is open until somebody ticks the checkbox in front of it, and it can be unticked to open it again. An open task whose time has passed is marked Overdue; a done task is struck through.

Every other type is recorded as something that happened, with no open or done state. The checkbox is named Done for a screen reader. Ticking applies at once and is audited, like any other change.

A meeting can carry a When too, but only a task is ever overdue, a deal’s next task or a follow-up. A task without a time is never overdue and never appears in Your follow-ups.

Who can record, change and delete activities?

An approver, an admin or the owner logs activities and ticks tasks. Only an admin or the owner deletes one. A read-only member sees every timeline and changes none of it. These are the deal roles, enforced where the write happens rather than only on the buttons:

Action	Approver	Admin or owner	Read-only member
See every timeline	✅	✅	✅
Log an activity, tick a task done or open	✅	✅	❌
Delete an activity	❌	✅	❌

Delete asks first — “Delete this entry? The audit log keeps what it was.” — and then removes the entry from every timeline; the audit trail keeps a copy. The timeline offers no way to reword an entry once it is saved. The deal rules are in Create and manage deals.

What does a deal’s Pipeline card show?

The deal’s next open task, as “Next:” followed by its subject and, when it has a time, the day it is due, with Overdue beside it once that time has passed. A deal with no open task shows no such line.

The next task is the open task due soonest; a task without a time comes after every task that has one. Only tasks logged on the deal itself count — not one logged on its company or a contact. The day shown is the UTC day, and Overdue is judged when the board was loaded, so reload the board to bring it up to date.

Are e-mails from my contacts added automatically?

Only where the Business-Gym team has switched it on. It is off by default, so it may not be on for your workspace; it is not a workspace setting. When it is on, a message from one of your contacts joins their timeline as an E-mail, marked from the inbox.

When it is on, these rules hold:

• Exactly one contact. The sender’s address must be the e-mail of exactly one contact in your workspace, ignoring upper and lower case. If two of your contacts share that address, nothing is attached rather than a guess. A contact in another workspace is not your contact.
• Subject and snippet only. What is stored is what the inbox already shows of the message, its subject and its preview snippet, never its full body.
• One activity per message. A message that is delivered again is not attached twice.
• The contact and their company, not a deal. The entry shows on the contact and on the company’s Activity tab. It does not appear in a deal’s drawer and does not count as activity on a deal.

The entry carries the time the message was received and no author. A sender that is not an e-mail address, such as a LinkedIn handle, never matches. If attaching fails, the message still arrives in your inbox as usual.

What is in “Your follow-ups” on the brief page?

Three lists about your whole workspace, read live each time you open the Your CEO Brief page (/brief, or “open ▸” on the Your CEO Brief card on Overview): Overdue, Due today, and Deals with nothing recorded for 14 days or more.

• Overdue — open tasks whose time has passed, the longest overdue first, with a count.
• Due today — open tasks due between now and the end of today, soonest first, with a count.
• Deals with nothing recorded for 14 days or more — the quiet deals, described below.

A list with nothing in it is left out.

Despite the name, the lists are not filtered to tasks you logged: they cover everyone’s. Each task links to its company page, or to the Pipeline when it has no company — which is the case for a task logged on a deal. With nothing to show, the panel says “Nothing due today, nothing overdue, and no deal has been quiet for 14 days.”; if it cannot be read, “Your follow-ups could not be loaded.”

Note

Your follow-ups is not part of the brief Business-Gym stores each day. It is read from your activities and deals when you open the page, so it is not in the brief that is delivered to you, and it changes nothing that the brief carries.

When does “Due today” end?

At midnight UTC. The follow-ups do not use your local time zone, so the day ends in UTC for everyone: for a reader in Germany, a task due at 00:30 local time the next day already counts as today.

The day shown beside each task, here and on the Pipeline card, is the UTC day too.

What makes a deal “quiet”?

An open deal kept in Business-Gym with nothing recorded on it for 14 days or more, counted from its newest entry — or from when it was created, if it has none.

The quietest is listed first, as “16 days since the last activity” or “nothing recorded in 16 days”, linking to the Pipeline.

Only an entry logged on the deal itself counts. Something logged on its company or a contact, an e-mail attached from the inbox, and ticking a task done do not restart the 14 days; logging a new entry in the deal’s drawer does. Won, lost and archived deals are not listed. Nor is a deal kept in an outside CRM: its activities live there, so Business-Gym would wrongly call every one of them quiet.

Where the CRO Head’s next-step suggestions are on, a quiet deal with a suggestion nobody has approved yet also shows it, as “The CRO Head suggests: …” for a task or “The CRO Head suggests an e-mail: …” for an e-mail, followed by suggested and a date. Opening the brief only reads a suggestion already made; it never asks for a new one.