Activity Capture - Project Details / Task List
Tag: activity-capture
Total Hours: 30h
Structure: Single Milestone (<=50h)
Milestone: Activity Capture
Description: A technical implementation project that deploys automated tools and integrations to capture all sales activities (emails, calls, meetings, calendar events) directly into the CRM without manual rep input.
Task List: (Activity Capture) 1. Assessment & Configuration
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Current Activity Logging Completeness | 2h | Assess how much activity data is currently being captured in the CRM vs actual communication volume. End state: Gap analysis document showing what percentage of activities are being missed and which channels are not captured. • Pull activity reports from CRM for last 90 days (emails logged, meetings logged, calls logged) • Request email/calendar volume data from IT or email admin (total emails sent, meetings held) • Compare CRM activity counts to actual communication volume to quantify the gap (e.g., "Only 15% of emails are logged") • Interview 2-3 sales reps to understand current manual logging pain points and time spent on data entry • Document which communication channels are NOT being captured (calls, texts, LinkedIn messages, personal email) • Identify any existing partial activity capture tools in place (e.g., Outreach logging only sequenced emails) |
| 2. Document Tech Stack Requirements | 2h | Map the client's email, calendar, and phone systems to determine tool compatibility requirements. End state: Technical requirements document listing all systems the activity capture tool must integrate with. • Confirm email system (Google Workspace vs Microsoft 365) and admin access availability • Document calendar platform and any shared calendar configurations • Identify phone/dialer tools in use (RingCentral, Dialpad, native CRM dialer, mobile) • List all CRM edition details (Salesforce edition/version, HubSpot tier) to verify API access • Note any security/compliance requirements that may restrict OAuth connections or data sharing • Document user count and license requirements for tool selection |
| 3. Evaluate and Select Activity Capture Tool | 2.5h | Compare activity capture tool options against client's tech stack, requirements, and budget. End state: Tool selected with budget approved and procurement initiated. • Research and shortlist tool options: Einstein Activity Capture (Salesforce native), Clari Capture, Revenue Grid, Affinity, Ebsta • Evaluate each tool on: CRM compatibility, email/calendar platform support, data retention limits, cost per user • Assess data storage model (Einstein stores in separate cloud vs tools that write to standard CRM objects) • Compare reporting capabilities (can activities be used in reports/dashboards or are they display-only?) • Present recommendation with pros/cons to client stakeholders • Get budget approval and begin procurement/trial process |
| 4. Set Up Tool Account and CRM Connection | 2.5h | Create the activity capture tool account and establish the connection to the CRM with proper API permissions. End state: Tool connected to CRM and ready for configuration. • Create activity capture tool account with client as account owner • Connect to Salesforce/HubSpot via OAuth with appropriate admin credentials • Grant required API permissions (read/write activities, contacts, accounts, opportunities) • Verify connection status in tool dashboard and confirm bi-directional communication • Document admin credentials and access details for client handoff • Add LeanScale team as temporary admins for configuration period |
| 5. Configure Email Sync Settings | 2h | Configure email synchronization between activity capture tool and CRM with appropriate visibility and filtering rules. End state: Email sync active with correct visibility levels and domain restrictions. • Set sync direction (one-way from email to CRM recommended for most use cases) • Define visibility levels (private to rep only vs shared with team/managers) based on client policy • Configure email domain restrictions to exclude personal domains (gmail.com, yahoo.com, hotmail.com) • Set up internal domain exclusions to prevent logging of internal company emails • Configure organizational defaults and lock settings to prevent rep-level overrides • Test with 3-5 sample emails across different scenarios (new lead, existing customer, internal) and verify they appear correctly in CRM |
| 6. Configure Calendar Sync Settings | 2h | Set up calendar event synchronization to capture meetings automatically. End state: Calendar events syncing to CRM with correct meeting type classification and attendee linking. • Connect calendar (Google Calendar or Outlook) with appropriate permissions • Define which meeting types to capture (external meetings only vs all meetings) • Configure handling rules for internal vs external meetings based on attendee domains • Set up meeting type classification rules (Demo, Discovery Call, Follow-up, etc.) if tool supports • Configure attendee matching to link meetings to correct Contact/Lead records • Test with sample calendar events and verify they appear on correct CRM records |
| 7. Configure Call Activity Capture | 2h | Set up call activity capture for phone/dialer systems if client uses supported tools. End state: Call activities logging to CRM with duration and outcome tracking. • Identify if client's dialer/phone system supports activity capture integration • Configure call logging connection (native CRM dialer, RingCentral, Dialpad integration) • Set up call outcome picklist values to standardize call disposition tracking • Configure call duration capture and any call recording linkage (separate from Conversation Intelligence) • Test call logging with sample calls and verify data appears on correct records • Document any manual call logging still required for unsupported channels (mobile, desk phones) |
Task List: (Activity Capture) 2. Integration & Enablement
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 8. Map Activity Fields to CRM Objects | 3h | Configure how captured activities link to CRM records (Contacts, Accounts, Leads, Opportunities). End state: Activities correctly associating to all relevant CRM records based on email addresses and domains. • Configure contact matching logic (email address to Contact/Lead match) • Set up domain-to-account mapping for linking activities to Account records • Configure Opportunity association rules (activities on Contacts linked to open Opportunities) • Test edge cases: new leads without existing accounts, contacts at multiple companies, shared email domains • Set up duplicate handling rules to prevent duplicate activity records • Verify activities appear on related lists for Contact, Account, Lead, and Opportunity records |
| 9. Define Activity Type Categorization Schema | 2h | Establish standardized activity types and categorization for consistent reporting. End state: Activity type picklist configured with LeanScale standard or client-approved categories. • Define activity type categories (Email - Outbound, Email - Inbound, Meeting - Demo, Meeting - Discovery, Call - Outbound, etc.) • Configure activity type auto-classification rules where tool supports • Create any required custom fields for activity metadata (meeting outcome, call disposition) • Set up activity subject line standardization or parsing rules • Document the activity categorization schema for training materials • Test categorization with sample activities across all channels |
| 10. Build Activity Monitoring Dashboard | 3h | Create dashboards to monitor activity capture rates and identify sync gaps. End state: Dashboard showing activity capture health metrics for ongoing monitoring. • Build activity volume dashboard showing activities captured by type, user, and time period • Create capture rate comparison report (CRM activities vs expected volume based on user count) • Set up sync error monitoring to identify failed or missing activity syncs • Build user adoption dashboard showing which reps have activity capture enabled/active • Create activity linkage quality report (% of activities linked to accounts, % orphaned) • Configure dashboard sharing with client RevOps team and key stakeholders |
| 11. Conduct Pilot Test with Select Users | 2h | Test activity capture with 3-5 pilot users before full rollout to validate configuration and catch issues. End state: Pilot group validated with any configuration issues resolved. • Select 3-5 pilot users representing different roles (SDR, AE, manager) and email patterns • Enable activity capture for pilot group only • Monitor for 3-5 business days to collect sufficient sample data • Review captured activities for accuracy (correct record linking, no duplicates, no missing activities) • Gather pilot user feedback on any concerns or issues • Address any configuration issues discovered before full rollout |
| 12. Conduct Sales Team Training | 1.5h | Train sales team on what is automatically captured, visibility settings, and how to leverage activity data. End state: Team trained and confident in using the system. • Schedule training session (30-45 minutes) with full sales team • Cover: what activities are auto-captured, which channels still require manual logging, visibility settings • Demonstrate how to view activity data on records and in reports • Address common concerns (privacy, "Big Brother" perception) with clear policy explanations • Create quick-reference documentation for reps (one-pager on what's captured vs manual) • Record training session and distribute to team and future new hires |
| 13. Execute Full User Rollout | 2h | Roll out activity capture to all users in controlled phases. End state: All target users enabled with activity capture functioning. • Create rollout schedule by team (SDRs first, then AEs, then leadership) • Enable activity capture in phases allowing 2-3 days between each phase • Monitor dashboards for sync errors or issues after each phase • Address any user-specific issues (OAuth failures, permission problems) • Verify all users are capturing activities within expected ranges • Communicate rollout completion to stakeholders |
| 14. Hand Off to Client | 2.5h | Transfer ownership, documentation, and ongoing monitoring responsibility to client team. End state: Client self-sufficient with admin access, runbooks, and support process. • Transfer admin credentials and account ownership to client RevOps team • Deliver documentation package (configuration settings, troubleshooting guide, escalation contacts) • Walk through monitoring dashboard and explain key metrics to watch • Document any known limitations or manual processes still required • Schedule 30-day check-in to review activity capture rates and address questions • Close out project in project management system |
Summary
- Total Task Lists: 2 (consolidated from 4 Parts)
- Total Tasks: 14 (one per Step)
- Total Hours: 30h
- Generated from: playbook_activity-capture.md
- Generated on: 2025-12-31