Custom Activities

      Custom Activities


        Article summary

        Custom Activities allow you to create a custom action type to record a specific type of activity. The most common examples include forms filled in by prospects, support tickets, call outcomes, invoice/payment items, and various structured notes such as call playbooks.

        In our samples below, we'll use a Sales Qualifying Call as an example.


        Sales Qualifying Call as a Custom Activity example

         Custom Activities behave like any other default activity (email, SMS, call, note) - you can create, edit, search/filter, and report on them. You can also add them via our API or Zapier if you want to integrate Close with other services (e.g., automatically create an Inbound Form custom activity when a prospect fills out a form).


        Creating a Custom Activity Type

        Before creating an instance of a custom activity on a lead page, we have to define its structure by using Custom Activity Type. Common examples of types are:

        • Intercom ticket

        • Sales Qualifying Call

        • Stripe invoice

        • NPS Feedback

        To create a new Custom Activity Type, go to Settings > Custom Activities > + New Custom Activity, give it a name, and click Save.

        Limits

        When creating custom activity types, the following limits will apply depending on your plan:

        • Trial: 1 custom activity type

        • Startup: 1 custom activity type

        • Professional: 5 custom activity types

        • Enterprise (or legacy Business): 200 custom activity types

        You can enable Restrict Editing. That will prevent other users from adding/editing/deleting instances of this type - for example, you'd want to restrict Sales Qualifying Call activity to Sales Team only. To control who can add/edit/delete custom activity types - make sure that the user has Manage Customizations permission enabled on a Roles & Permissions page.

        If you are using the custom field exclusively through an integration (API or Zapier), you can enable Hide (for API use only) so that type is not visible on a lead page, and as such Close users can't create one from the app user interface.

        Custom Activity Fields

        Upon the new activity type creation, you'll be automatically redirected to add some fields to this activity type. Each field is just like a Custom Field you can use on Leads and Contacts - it can be Number, Text, Date & Time, etc. We'll create several ones for our Sales Qualifying Call activity type:

        • Text Are they qualified?

        • Choices (single) What's their current CRM?

        • Number How many users?

        • Choices (single) How did they hear about us?

        • Choices (single) What's their sales process?

        Custom Activity Types without any fields

        Fields are not required. You can have an activity type without any field, such as Connected on LinkedIn that serves as a touchpoint indicator.

        Limits

        You can have a maximum of 50 fields per activity type, independent of your billing plan.

        You can also mark any field as Required - that way, users won't be able to create an instance of this type without filling out this field.

        When you have your fields (structure) the way you want them, you can start creating actual Custom Activity instances.

        Creating a Custom Activity Instance

        Custom Activities are created through the Lead page view, just like any other activity. Go to the Lead page > Activity > Sales Qualifying Call
        to add a new instance. Fill in all the details and click Save. Congratulations - you've just added your first custom activity!

        If you fill in some details and navigate away from the page without clicking Save , we'll automatically save it as Draft that you can delete or save it later on. Required fields are optional for drafts.

        Custom icon/color

        Currently, you can't change the default custom activity icon/color, but we have this in plans as future improvements.

        If you marked your Custom Activity Type as Restrict creation to API only then you won't see it here, but you'll be able to create one only through the API.

        Limits

        When creating custom activity instances, the following limits will apply depending on your plan:

        • Startup: 250 instances/calendar month

        • Professional: 10,000 instances/calendar month

        • Enterprise / Business (legacy): 50,000 instances/calendar month

        Limits are per calendar month, which means they reset on the 1st of the month, independent of your billing cycle.

        Searching and Filtering Custom Activities

        Each Custom Activity Type will be visible within the search on a Leads page. You can search & filter by:

        • date created

        • date last updated

        • created by

        • last updated by

        • any field within a custom activity

        Reporting

        You can report how often you've created a specific custom activity via Activity Overview and Activity Comparison reports.

        Simply add a new tile, and you can immediately start tracking your new metrics:


        Custom Activities in Activity Overview Report


        The same applies to Activity Comparison, where you can select the custom activities as well:


        Custom Activities in Activity Comparison Report

        Reporting on different metrics

        Currently, only the Created metric for each custom activity type is supported.

        API Documentation

        If you’re interested in connecting to our API to automate your Custom Activities, you can look at our API documentation for a list of different endpoints.


        What's Next