TELEMAGIC HOW TO:
HOW TO SELL MORE
IN LESS TIME?
Sell more in less time managing and tracking calls, activities,
notes and history.
TeleMagic's calendar facilitates time management, productivity
tracking, and contact history tracking. The TeleMagic Activity
Manager provides all of the functionality common to calendar
programs, plus an uncommon level of integration with the
rest of the program. View lists of activities for any contact
record, display the next pending activity right on the contact's
record, and get instant access to contact details from a
linked activity even if the contact is in another
Send wireless messages from activities, automatically track
document, fax, and call history using system-generated activities,
print from a wide selection of standard activity reports,
or create custom reports that integrate contact and activity
details in one report.
The calendar screens have been designed to provide quick
access to information. On-screen icons, color coding, and
prioritization provide at-a-glance insight into your day.
Check boxes provide instant identification of pending and
completed items. To-Dos immediately indicate whether they
are pending, due today, or overdue.
The Activity Manager provides you with five different views.
You can display up to as many as four views at once. You
can display multiple copies of the same view, each showing
a different part of your schedule. There are several display
configurations to choose from, each with its own advantages.
TeleMagic provides five calendar views:
The Day view shows activities for the
selected day. Display your schedule in increments from
5 minutes to 60 minutes.
The Week view shows your schedule for
7 days, displayed side-by-side for quick comparison.
The Month view shows a monthly calendar
page. The number of activities scheduled is indicated
and colored bars show extended activities.
The To Do view lists all of your To Dos.
The font color of each To Do indicates how many days remain
before the To Do is due. When a To Do is overdue, the
number of days it is overdue is indicated.
The Detail view displays details of the
selected activity or To Do.
Each view allows every user to easily schedule and view
their workload. Users can tell at a glance what needs to
be done, what has been done, and what should have already
been done. Reconfiguring the Activity Manager is accomplished
with the tools on the Activity Manager toolbar.
In addition to the standard calendar views, you can browse
through a list of all activities and To-dos sorted by date.
From the Browse list, you can edit any item or go to the
calendar page for its due date.
Each calendar view has been designed to give you all the information
you need to plan your day, week, or month.
- Set Reminders (Alarms) for each Activity. The Alarm program
provides a pop-up when an alarm is due-even when TeleMagic
is not open! A single click takes you to the activity, launching
TeleMagic if necessary.
- Easy maintenance: Activities and To-Do's can be completed
by one simple mouse click.
- Drag-and-drop organization. Change Activity times and
To-Do priorities. Make a To-do into an Activity or change
an Activity to a To-do
- Built-in activity archive allows filtered groups of activities
to be stored for batch processing or deletion.
- Use the Detail view to see full activity details with
a simple click of the mouse.
- Easily edit activities by double-clicking them.
- Grant access to your calendar to other users and control
the amount of access each user receives.
- Schedule Activities and To-do's for another user. Availability
checking and conflict notification will help you determine
when the user is free.
- Notification for activities assigned to you with a rejection
or reassignment options. Easy access to lists of activities
you have created for other users and other users have created
- Incomplete Activities can be automatically rolled over
to another day or reassigned to another user.
Time, Productivity, and History Tracking Made Easy
- Generate system Activities for calls, documents, and faxes.
Completed calls, linked documents, and sent faxes get recorded
as completed Activities. Users can instantly view a history
list of each call, document, and fax linked to each and
every contact record in the database.
- Extended activities (such as projects, vacations, or holidays)
can be scheduled for individual users or globally for all
- Schedule Activities for groups of users. Effortlessly
assign teams and leaders for each group. Manage Resources
such as conference rooms and equipment. Create a list of
resources and assign times when they are being used and
when they are available for use. If a scheduling conflict
exists, users will be notified immediately.
- Automatically update the scheduled time based on availability
of users and resources.
The Pending Activity List (available from the
Contact Manager) provides a direct link to the Activity Manager.
Users can also use the Pending Activity List to track their
- Recalls (callbacks) can be created for a single contact
or for all contacts in a filter. When assigning multiple
recalls, you have complete control over how they are distributed
- Included Activity Reports simplify time management and
- Link Activities to Contact records. Include contact information
with the user's custom Activity comments. Access contact
information from anywhere the activity can be accessed.
TeleMagic's Message Taker is modeled on the
phone message pads that have been in use in offices for many
years. TeleMagic's Message Taker offers a number of advantages
over these specialized notepads. Like the paper notepads,
TeleMagic's Message Taker has a number of fields available
for general information, like the caller's name and phone
number. Most of these fields are optional, as they are on
the paper notepads. Unlike paper notepads, TeleMagic's Message
Taker is addressed by selecting the user from a drop-down
The Message Taker fills in the date and time fields automatically,
and can accommodate messages of almost any length. Message
Taker delivers the message for you, can page the recipient
to let them know they have a message, and notify the sender
that the message has been received. They are always legible,
work with TeleMagic's Spell Check feature, and never get lost.
They can be password protected, linked to contact records,
and you'll never run out of them. Open the Message Taker
by selecting Message Taker from the Office menu. Click
the Create New Message button to begin editing the message.
The Notebook provides you with a secure means of jotting
down notes, ideas, or any other sorts of information that
you may want to save for future reference. One possible use
would be a list of product codes that you need to access quickly.
You might also use it to record ideas for new products and
slogans that occur to you while on the phone with your clients.
Notebook notes can be either Personal or Database. You can
think of it as two different notebooks: one that anyone with
access to the database can access, the other that only you
can open. RTF controls are available for you to format the
appearance of your notes.
The notebook provides you with two indexes:
Note ID and Description. This way, you can find, for example,
the correct list or idea by using "product list",
"marketing ideas", and so forth as your Note ID
and indexing on the ID. There is also a browse view available
from the Notebook toolbar that allows you to see your notes
in table format. If you know the ID or Description, you can
use the Go To Note feature by clicking the Go To Note button
on the Notebook's toolbar.
To open the Notebook, select Notebook from the Office
menu. In addition to using the browse and Go To features,
you can scroll through your records using the arrow icons
on the four corners of the Notebook. (If you are on the first
or last record, two of the arrows icons will not be available.)
To add a record, click the Add button. To edit an existing
record, go to the record and click the Edit button.
Figure 2. Allocating resources, assigning multiple users
to activities, linking activities to contacts, and scheduling
recurring activities are all accomplished through the intuitive
Figure 3. Display up to four different calendar views at
the same time. Display multiple copies of the same view showing
different dates. There are 8 configurations and 5 different
Figure 4. The Message Taker
Figure 5. The Notebook in Edit Mode