PlayMaker utilizes events to track activity and communication with accounts and contacts. For more information about creating events, or associating accounts and contacts to events, read this post. This article discusses how to invite other PlayMaker users and PlayMaker contacts to events created on a user's calendar.
Note: Inviting users or contacts to events can only be performed in the PlayMaker web environment.
Inviting other PlayMaker users to an event
When creating a new event or editing an existing event, other PlayMaker users can be invited by:
- Edit or Create an event
- In the Attendees section, click the Invite User button.
- In the Find a User window that pops up, select the user(s) that should be invited.
- Click the Attach Selected Results button.
The user will now show in the Attendees list at the bottom of the Event Details or New Event screen. In order for the other user to receive an email notification about the event, the "Send email updates to all attendees" checkbox must be selected. Choosing this option is the best method to alert other users of the event.
Accepting an invitation to another user's event
Once a user has been invited to an event, they must accept the invite in order for the event to populate on their calendar, as well as to provide a response to the inviting user.
- Click on the Calendar link to view the calendar page.
- Below the monthly calendar in the left column, an Event Invitations box appears whenever there is a pending event invitation.
- Click on the event to see the details.
- Choose a response for the event, then click the appropriate button to send a reply.
- Add any notes to share with the event's originating user.
The event will now show on both users' calendars, and any added comments can be seen in the Event Details screen.
Inviting PlayMaker contacts to an event
Similarly, any contacts in the PlayMaker environment can be invited to an event. When an account is added to an event, users are prompted to add any contacts associated with that account, making it easy to have a list of possible attendees handy for each meeting. Users can also click the Invite Contacts button to invite any user in any account. Users can also select the Invite X Related Contacts, which will quickly add all contacts associated by the account (the number of which would replace the X on the button).
Once invited, all invited users and contacts will show in the Attendees section of the Event Details screen. Any contacts highlighted in red will not receive email updates (if the option is selected to send email updates) because the contact does not have a valid email address, as shown below.
Viewing Attendee Responses
Mousing over the event on the Calendar page will show the list of attendees (shown below). In the provided example, two contacts were not invited due to not having email addresses, which explains why they appear as Not invited.
Clicking on the event and viewing the Event Details will show the attendees responses in the Attendees section. The same event as above is being shown in the below example:
- Checking "Send email updates to all attendees" will update users or contacts should the event be modified on your calendar. Attendees must have a valid email address to receive email notifications.
- If the contact does not have an email address entered, or has an invalid email (i.e. support@playmakercrm, which is missing part of the address, which would signify that it is valid, although maybe not correct), the contact will be highlighted in red, showing the user which attendees will not receive the inviation or update.
- Checking "Send a copy of this event to my email" will allow the user to add the event to their Outlook or other calendar application. While this is convenient, it is important to know that changes to an event added to Outlook will not make changes to the PlayMaker event. To edit events and update invitees, the event must be updated in PlayMaker.
- Since events aren't linked directly to Outlook, event changes may generate an email that appears to be a new event, rather than suggesting an update to an existing event in Outlook.