Close week is used to record the days spent working on territory which, together with confirmed calls and meetings become part of the activity reporting within Actis (call rates).
Close week ensures that:
- All activities for the week have been recorded
- All working days on territory have been accounted for
- Any spec appointments that were not completed are removed from the diary
It is good practice to ensure close week is completed correctly for each week. Days can be finalised separately or in groups (finalise multiple days).
From the Menu, select Activities, Close week OR from the diary under the Actions tab click Close Week Commencing dd mmm yyyy
The close week screen will open and all actions will be available:
The drop-down menus for each morning and afternoon provide choices for both working and non-working time. The icons next to each entry will indicate how your time will be recorded.
Update Multiple Days
Bulk update your diary by clicking the Open button on the list header. This can be used to quickly record holidays, etc.
- Use the radio buttons to select the period that the AM and PM activity should apply to
- Select the AM and PM activity from the drop-down lists
- Click the Apply button to update the list
Under the Actions tab click Set Finalised to close the week. Click the Save or Save and Exit button to confirm your changes.
A warning message will appear if the diary contains unactioned calls. Click the Cancel button and exit the close week reporting process to action the calls appropriately.
Alternatively, click the OK button to continue and the unactioned calls will be automatically removed from the diary.
Closed weeks will be recorded in your diary at the top of each day. Finalised close week codes will be struck through. Depending on your system set-up finalised closed weeks may not be edited and the week will need to be reopened before changes can be made.
Provisional Close Week
Depending on your system set-up, close week codes may be mandatory. In this case you will need to set provisional (temporary) close week codes for each week before activity can be entered. You will be asked to do this automatically when you enter the first contact or meeting record in a week, but you can also provisionally close the week in advance.
In the Close Week screen under the Actions tab click Set Provisional and add your anticipated activity each day. Click the Save and Exit button to confirm.
Other Actions from the Close Week screen are:
- Set Whole Day: The default position is off, but switch on where the same value is to be used for each whole day of the reporting week. The PM column will become inactive and the days’ activities will be recorded in the AM column only.
- Previous Week: Navigate to the close week screen for the previous week.
- Next Week: Navigate to the close week screen for the next week