Activities, tasks, and reports | ISP Billing Documentation

Module structure

Calendar schedules customer work; Personal Tasks organizes internal actions; Activity List provides global tables and work-order PDFs; Reports records completed work, materials, attachments, and signature. Activities may link to customers, tickets, teams, and operators, while tasks never create tickets or customer history.

Calendar and navigation

Day, three-day, week, and month views support previous/next navigation, today, direct date selection, search, team visibility preferences, and ICS import. Timed and all-day events occupy separate calendar areas.

Activities calendar — The calendar combines intervention schedules and team availability.

Create an activity: type and customer

Start from Calendar or the customer record and choose the activity type. The type determines color, authorized operators, internal reminder policy, and whether a CRM customer is mandatory.

When required, search and select the correct customer before entering operational details. Verify the active tenant and customer identity; creating a generic or customer-free activity simply to bypass a required relationship makes later reminders and history unreliable.

Address, contacts, and customer reminders

Customer selection loads authorized installation or additional addresses, telephone numbers, and email contacts. Choose the address where work will actually occur, or enter a dedicated operational address only when the activity is not represented by an existing CRM location.

WhatsApp and email reminders are independent. Select a verified recipient, review timing and message content, and enable only the channels the customer may receive. A calendar entry can exist without sending an external reminder.

Initial fields for a customer activity — Type, customer, address, contacts, reminders, team, and time range form the first configuration stage.

Schedule and description of a customer activity — The second stage confirms selected contacts, timing, recurrence, description, and the save action.

Teams, operators, and conflicts

Assign the responsible Activity team and one or more authorized operator accounts. Team membership supports notification and filtering, while direct account assignment records individual responsibility.

Review availability and overlap warnings before saving. A conflict warning is operational evidence, not an automatic prohibition: resolve it by changing time or assignee, or document the authorized exception. Do not assign a team merely to make the event visible if nobody owns the work.

Schedule and recurrence

Start and end set duration; All day uses a date. Recurrence supports daily, weekly, monthly, and yearly cycles with an interval and end date. Creation generates child occurrences through the final date.

Moving an event updates its time. Cancellation records reason, time, and operator and can be restored; deletion is distinct and should not replace historical cancellation.

Save and verify the activity

Before saving, review type, customer, address, contacts, assignees, team, description, start, end, recurrence, and reminder switches. A successful confirmation proves that the record was stored, not that messages were delivered or external calendar clients received it.

Reopen the activity from the calendar and verify its position, duration, status, links, and responsible operators. For recurring work, inspect several generated occurrences including the final date.

Customer record and availability

The customer record lists its activities, next appointment, filters, edit action, work-order PDF, and link to the general calendar. Use it to confirm that the new event belongs to the intended customer and remains visible in chronological history.

Compare the same time in the team calendar to verify availability and conflicts. Customer history and calendar occupancy are two views of the same saved activity and should remain consistent.

Customer activity history — The customer record preserves scheduled work and provides direct operational actions.

Activity list and work orders

The global Activity List contains customer, address, start and end, status, description, teams, type, and responsible operator. Use filters to create an operational work queue rather than relying only on calendar placement.

Work orders can be viewed, downloaded, or sent as PDF. Check customer, address, appointment, instructions, recipients, and latest version before delivery; the work order prepares execution but does not prove that the activity was completed.

Activity flow

Plan → assign → optional reminders → perform → work order/report → retain or cancel.

ICS import

ICS import brings external calendar events into the selected context. Before saving, review time zone, daylight-saving conversion, all-day interpretation, start and end, recurrence rules, title, description, and any customer or team relationship that must be added locally.

Search for existing occurrences and import a small sample first. Re-importing the same calendar file can create duplicates if the workflow cannot match the original external identifier.

Personal tasks

Tasks are internal and contain title, description, due date, Low/Medium/High priority, Open/In progress/Completed status, and one or more assignees. Empty assignees default to the creator. The list records creator, latest action, and closer.

Operational personal task list — The list shows actions, deadline, priority, status, assignee, and creator without linking the task to a customer.

Executed task lifecycle

The demonstration task “Controllare esito attività demo” was created with a due date, Medium priority, and Administrator assignment. Completing it required confirmation and recorded Completed status, operator, date, and timeline action. Reopen, comments, edit, and delete are also supported.

Create the demonstration task — Task details define responsibility and deadline.

Completed demonstration task — Completion retains who closed the task and when.

Service reports and statuses

Reports separate In progress from History and use In progress, To complete, and Completed states. The list can be filtered by status and reports number, customer, address, creation date, latest update, operator, and available actions. A report stores customer, address, contacts, activity type, operator, description, stock items, free lines, attachments, custom fields, and signature.

Use In progress for operational drafts and History for completed evidence. Do not treat a scheduled activity as a completed service report until the required work, materials, fields, and signature have been reviewed.

Complete a service report

Fill customer, address, contacts, activity type, operator, work description, custom fields, attachments, and every material or free line. Lines include sale type, linked service, quantity, net price, VAT, gross price, and total.

Stock articles may create customer sales and inventory movements, so verify warehouse, quantities, serial numbers where required, VAT, and totals before completion. Attach only necessary evidence and keep customer data out of filenames and notes when possible.

Create a service report — Customer work, economic lines, materials, attachments, and custom fields are reviewed together.

Signature, completion, and report PDF

A customer signature records the signer action, description, and time. Where policy permits, an authorized no-signature path can complete the report, but the reason and operator must remain clear. Do not collect a signature before the final work and lines have been reviewed.

After completion, open the generated PDF and verify pages, customer, work, materials, totals, signature, and attachments. PDF can be downloaded or sent by email or WhatsApp; confirm recipient, consent, channel outcome, and privacy. Completion may lock or trigger downstream movements, so correct errors through the supported workflow.

General settings and SMTP profile

Before enabling reminders, work orders, and service reports, open Settings → Activities → General and select an SMTP profile that has already been configured and tested. This setting chooses the transport for module email; it does not create or repair the server credentials.

Verify sender identity, authentication, reputation, one authorized test recipient, and the SMTP outcome log. A broken profile does not prevent calendar planning but can make email notifications fail. SMS, WhatsApp, and push depend on their own providers and recipient preferences.

The module reuses an ISP-level SMTP profile.

Teams

Activity teams define a recognizable name, emoji, and member accounts. They group responsible operators for calendar filters and notifications without replacing the individual assignee on a specific activity.

Review membership when staff roles change and test notifications with an authorized activity. Removing an account from a team does not automatically reassign existing scheduled work.

Activity types and internal reminders

Types define name, color, allowed accounts, internal reminder lead time, reminder footer, whether a customer is required, and disabled state. Use distinct types when workflows, permissions, or reminder behaviour differ.

Disable an obsolete type instead of rewriting its historical meaning. Configure the internal lead time and footer for useful operator context, then test that authorized accounts see and receive the intended reminder.

Activity type settings — Types control access, customer requirement, calendar identity, and reminders.

PDF template and custom fields

Report PDF settings control style, color, and logo. Custom fields support text, link, date, password, checkbox, dropdown, and textarea with description and required flag. Never use report password fields to store operational credentials.

Report PDF template — Brand settings affect generated reports.

Report custom fields — Custom fields adapt reports to the ISP workflow.

Automation and API

CLI jobs send customer reminders and deduplicated internal notifications. API-key-protected endpoints list activities, retrieve one activity, and list teams. Calendar preferences store hidden teams for each operator.

Operational checklist

Choose the correct activity type
Verify customer, address, and contacts
Check team conflicts
Confirm start, end, and time zone
Use recurrence with an end date
Enable reminders only for authorized contacts
Cancel rather than delete when history matters
Separate tasks, customer activities, and tickets
Verify report inventory, VAT, and totals
Protect signatures and attachments
Review PDF and final state