Diary entries are the key to the collaboration and communication within Affinity. Diary entries record all of the work that happens during the sales process, tracks people’s time, allows for communications using email, fax, SMS, phone or letters, and are used to schedule meetings.

As staff works, they log what they are doing using diary entries. A diary entry is added like a file note against a prospect or client. The staff member can add a subject and body to the diary, similarly to creating an email. When a diary entry is added, it records the amount of time a staff member worked on a particular task, and can contain attachments with important documents. Billable hours can be tracked against each client, and billed to clients through the accounts system. Every diary entry is recorded in Affinity, and cannot be edited once entered to maintain a consistent record of the diaries. The time that the diary entry was entered is also recorded, so that staff cannot “back-fill” their entries to make up for any shortfalls.

The screenshot below shows a user creating a diary entry that will be sent to the person selected in the Attention field as an SMS. You will notice that there is a series of tabs across the top of the Add Diary screen that allow the user to select the medium to send the diary entry including Email, Fax, SMS or alternatively record that a physical letter was posted or that a phone call occurred.

Being able to add comprehensive diary entries to record client interaction is a powerful Affinity feature, but being able to find records based on keywords is also vital when going back. The diaries are fully searchable. The below screen shot shows a company record. The diary tab across the bottom has a magnifying glass. On click of that icon, a search box appears at which point users can enter their keywords.

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