Activity

View complete contact activity timelines including emails, property views, form submissions, and website visits. Track client engagement and interactions to improve follow-up and close more deals.

Overview

Contact Activity tracks every interaction between you and your contacts - emails, calls, notes, property views, pipeline changes, and more. This complete timeline helps you understand relationship history and identify engagement patterns.

What Gets Tracked:

Emails sent and received
Phone calls logged
Notes and comments
Property views and likes
Pipeline movements
Transaction milestones
Form submissions
Email opens and clicks
Website activity

Activity = Context: Before calling a contact, review their activity. You'll know exactly where you left off and what they're interested in.

Viewing Contact Activity

Activity Timeline

Access:

Open any contact (Quick View or Full Profile)
Activity tab shows complete timeline
Newest activity at top by default

Timeline Display:

Icon: Type of activity (email, note, property view)
Description: What happened
Timestamp: When it occurred
Details: Expandable for more info

Filter Activity:

All Activity (default)
Emails only
Notes only
Property Activity
Pipeline/Transaction
Custom date range

Activity Types

Email Activity

Sent Emails:

✉️ Email sent to contact
Subject line
Preview of message
Time sent
Click to view full email

Received Emails:

📬 Email received from contact
Subject line
Preview of message
Time received
Click to reply

Email Engagement:

👁️ Email opened (timestamp)
🔗 Link clicked (which link)
Number of opens (shows interest)

Call Activity

Logged Calls:

📞 Call logged manually
Duration
Notes from call
Outcome (connected, voicemail, no answer)
Next steps recorded

To Log a Call:

Open contact
Click Log Call button
Enter duration and notes
Set outcome
Optionally set follow-up task
Save

Notes Activity

Manual Notes:

📝 Notes you've added
Timestamp
Full note text
Edit or delete option

System Notes:

🤖 Auto-generated activity
"Contact added to pipeline"
"Property saved to favorites"
"Form submitted"

Property Activity

Property Views:

🏠 Properties contact viewed
Which listings
How many times
Most recent view
Total time on listing

Saved Searches:

🔍 Saved search created
Search criteria
Email alerts enabled/disabled
Match frequency

Property Likes:

❤️ Properties liked/favorited
Which properties
When liked
Still available or sold

Pipeline & Transaction Activity

Pipeline Changes:

➡️ Added to pipeline
📊 Stage changed
🎯 Deal value updated
⏱️ Time in each stage

Transaction Milestones:

📄 Contract signed
🔍 Inspection completed
💰 Financing approved
🏡 Closing date set
✅ Transaction closed

Form Submissions

Website Forms:

📋 Contact form submitted
Property inquiry sent
Showing request
Form field values
Source page URL

Campaign Activity

Email Campaigns:

📧 Added to campaign
Campaign email received
Opened campaign email
Clicked campaign links
Unsubscribed from campaign

Activity Insights

Engagement Score

High Engagement (🟢 Green):

Opens emails regularly
Clicks links
Views properties frequently
Responds quickly
Active in pipeline

Medium Engagement (🟡 Yellow):

Opens some emails
Occasional property views
Slow to respond
Stalled in pipeline

Low Engagement (🔴 Red):

Doesn't open emails
No property views
No responses
No pipeline activity
May need re-engagement

Activity Patterns

Time of Day:

When contact is most active
Best time to reach them
Email open patterns

Device Usage:

Mobile vs desktop
Email client
Browser type

Interests:

Property types viewed most
Price range preferences
Location preferences
Features interested in

Open contact
Click Log Call button

Enter Call Details

Date/Time: Auto-set to now or adjust
Duration: Minutes
Direction: Outbound or Inbound
Outcome: Connected, Voicemail, No Answer, Wrong Number

Add Notes

What was discussed
Contact's needs/concerns
Important details mentioned
Action items

Set Follow-up (Optional)

Create task: "Follow up on [topic]"
Set due date
Assign to yourself or team member

Save

Activity logged to timeline
Follow-up task created
Contact's Last Activity updated

Add a Note

Quick Note:

Open contact
Click Add Note button
Type note
Save

Detailed Note:

Subject/title for note
Full note text (unlimited length)
Attach files/documents
Tag note (optional)
Pin important notes to top

Note Examples:

"Discussed budget - approved up to $650K"
"Prefers 3BR minimum, needs home office"
"Timeline: must move by June for school year"
"Referral from past client John Smith - mentioned lake properties"

Log a Meeting

Open contact
Log Meeting button
Enter details:
- Date/time
- Duration
- Location (office, property, coffee shop)
- Attendees
- Discussion points
- Next steps
Save

Automated Activity Tracking

Email Tracking

Auto-Tracked:

Every email sent from Panda IDX
Email opens (tracks first open + total opens)
Link clicks (which links, how many times)
Reply received

Not Tracked:

Emails sent from your personal email (outside system)
Opens if recipient has images disabled
Opens from email preview panes (may be inaccurate)

Property Tracking

Auto-Tracked:

Property detail page views
Time spent on listing page
Photos viewed
Virtual tour plays
Share/save actions
Property likes/favorites

Use Cases:

See which properties interest contact
Follow up on specific listings
Gauge price range preferences
Identify style preferences

Website Tracking

Auto-Tracked:

Pages visited on your website
Search queries performed
Filters used (price, beds, location)
Time on site
Return visits

Privacy Note: Only tracked after contact submits form (identified visitor)

Activity Best Practices

Daily Activity Review

Morning Routine (10 min):

Open "Hot Leads" segment
Review activity from past 24 hours
Note who opened emails
Follow up on property views
Respond to any inquiries

Before Every Call

Pre-Call Prep (2 min):

Open contact
Review Activity tab
Note last interaction
Check recent property views
Review notes from last call

You'll Know:

What you discussed last time
What they're currently interested in
How engaged they've been
Next steps you promised

After Every Interaction

Log Immediately:

Don't wait until end of day (you'll forget)
Log call/meeting notes right after
Include action items
Set follow-up tasks while fresh

Weekly Activity Analysis

Friday Review (15 min):

Who was most engaged this week?
Who needs follow-up?
Any patterns emerging?
Pipeline movement correlating with activity?

Activity Filters and Search

Filter by Date Range

Today
This week
This month
Last 30/60/90 days
Custom date range

Use Case: "Show me all activity with this contact in March 2024"

Filter by Type

All Activity
Communications (emails, calls)
Notes only
Property activity only
Pipeline/transaction only
Form submissions only

Use Case: "Show me only email activity to see engagement rate"

Search Activity

Search within activity notes
Find specific property mentions
Search by keyword or phrase

Use Case: "Did I mention the school district in any conversation?"

Activity Reports

Contact Activity Report

View:

Total interactions (all time or date range)
Breakdown by type
Engagement trend (increasing/decreasing)
Response rate
Most viewed properties

Export:

Download activity log as PDF or CSV
Include in CMA presentation
Share with team members
Document for transaction file

Engagement Metrics

Individual Contact:

Email open rate (% of emails opened)
Click rate (% of emails with clicks)
Average response time
Property views per week
Last activity date

Segment/Group:

Compare engagement across segments
"Hot Leads" vs "Warm Leads" activity
Source effectiveness (website vs referral engagement)

Activity Notifications

Real-Time Alerts

Get Notified When:

Contact opens your email (optional - can be noisy)
Contact views property you sent
Contact submits form
Contact replies to email
High-value activity (multiple properties in one session)

Configure:

Settings → Notifications → Activity Alerts
Choose which alerts to receive
Email, SMS, or push notifications
Set quiet hours

Daily Digest

Instead of Real-Time:

Receive daily summary email
All activity from past 24 hours
Grouped by contact
Review in morning

Best For:

Less interruption
Batch processing
Focus time preservation

Troubleshooting Activity Tracking

Email Opens Not Tracking

Possible Causes:

Recipient has images disabled
Privacy-focused email client
Corporate firewall blocking tracking

Solutions:

Look for clicks and replies instead (more reliable)
Don't over-rely on opens
Use engagement score (combines multiple signals)

Missing Activity

Possible Causes:

Activity logged to wrong contact
Integration not connected
Activity happened outside system

Solutions:

Search all contacts for activity
Check integration settings
Manually log external activity

Duplicate Activity

Possible Causes:

Integration conflict
Manual log + auto-tracking
System sync issue

Solutions:

Delete duplicate entry
Disable duplicate integration
Contact support if recurring

Privacy and Compliance

What Contacts See

Contacts DO NOT see:

That you're tracking activity
That you know they opened email
That you see their property views
Your internal notes

Contacts DO see:

Emails you send them
Properties you share
Public-facing content

Right to Access:

Contacts can request their data
Export includes all activity

Right to Deletion:

Contacts can request deletion
All activity deleted with contact

Consent:

Track only after consent (form submission)
Respect opt-outs
Honor unsubscribe requests

Quick Reference

Activity Type	Auto-Tracked	Manual Log	Best Practice
Emails	✅ Yes	No need	Review opens/clicks daily
Calls	❌ No	✅ Required	Log immediately after
Meetings	❌ No	✅ Required	Include action items
Notes	❌ No	✅ Required	Note important details
Property Views	✅ Yes	No need	Follow up on interest
Forms	✅ Yes	No need	Respond within 5 min
Pipeline	✅ Yes	No need	Track progress

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