Diary Management

This allows you to record and manage various calendar events related to client activities, file timelines or general office functions. It serves as a reminder system for scheduled events such as meetings involving specific staff members and ensuring all relevant parties are notified and kept informed.

Steps:

  1. Log into the system
  2. Go to File Management module, under Notes section 
  3. click on Diary Management link, this displays a list of events entries captured in the system.
  4. To add an event, click on the “Add Event” button at the top left
  5. An “Add Event” form will appear. Fill in the required details:
  • Title: Provide a clear and concise name for the event.
  • Event Type: Specify the nature of the event.
  • Meeting Room: Choose the room if the meeting is to be held in the office. This helps avoid double -booking of resources. Example: Boardroom A.
  • Location: Specify the exact venue for the meeting, especially if it’s outside the office. Other Location (if outside the office)
  • Start Date / Time & End Date / Time: Input the exact date and time when the event begins and ends.
  • Event Booked For: Indicate who the event is being booked on behalf of 
  • Users Invited: Select system users (colleagues or team members) who should be part of the meeting. These users will get calendar invites or notifications.
  • Other Invites:  Include external participants by adding their email addresses, separated by commas.
  • Client: Tag the event to a specific client within the system for tracking 
  • File: Link the event to a specific file/matter for easier reference.
  • Notes: Add any useful information about the event.
  • Set Repetition: Choose if the event should repeat (for recurring events like weekly, daily, monthly 
  • Repetition End: Specify the end date for the repeated event (if applicable) The event will automatically stop after this date.
  • Set Reminder: Enable reminders for participants to receive notifications ahead of time i.e.1 hour before

5. Once all the required details have been entered, click “Submit” to save the event. The entry will also be reflected on the calendar for easy reference.


Note

The “Action” button at the right side of each client also contains;

  1. Multiple Reminders- This enables you to set a reminder. Fill in the details in the “Reminder” pop out form then click on the “New Reminder” button once done. 
  2.  “Delete Reminder” option when you want the reminder deleted.