Using Activities
Log notes, calls, and meetings, and keep track of a record's history
Activities
This builds a clear, chronological history for each record, so anyone who opens it can see what's happened and why.
This guide assumes activities are already enabled for the collection. If you don't see an Activities tab on a record, see Activities.
1. Logging an activity
1. Open a record
Navigate to the collection and select the record you want to update, then click its Activities tab.
2. Start a new activity
Click + Add and select a type - Note, Email, Phone Call, Meeting, or any custom type your organisation has added.
3. Enter the details
Write the activity's Content. By default the Change date is set to now - click it to select a specific date and time, or a quick option like 1 hour ago.
4. Optional: add a follow-up task
Click Add follow-up task... if the activity needs action, or turn on Add another? to log a second activity straight after.
5. Save
Click Add to log the activity.
2. Logging an activity from the collection list
You can log an activity against one or more records without opening each one individually. This works from the main collection list and from any linked collection shown on a record.
1. Select the records
Right-click a single record, or tick several and right-click the selection. Up to 20 records can be selected at once.
2. Select Add related
From the context menu, hover over Add related and select Add activity.
3. Enter the details
Select the activity type and fill in the content and date, then save. The new activity is linked to every record you selected.
Add related only appears for collections that have activities enabled.
3. Logging an activity by voice
Instead of typing, dictate an activity and let Kinabase tidy your words into the Content field for you - useful when you're on the move or want to capture a call the moment it ends.
1. Start a new activity
Open a record, go to the Activities tab, and click + Add.
2. Start recording
Click the microphone button in the modal. A "Listening..." banner shows your words as you speak.
3. Speak naturally
Describe your note, call, or meeting, then click Stop - or click the cross to discard the recording.
4. Review the result
Kinabase cleans up the transcript - tidying filler words, punctuation, and casing without changing your meaning - and places it in the Content field. It can also suggest follow-up tasks based on what you said.
5. Save
Review the text, accept or dismiss any suggested tasks, and click Add as normal.
Voice input needs a supported device or browser. The microphone button only appears when these conditions are met.
4. Editing an activity
1. Open the record
Navigate to the record with the activity you want to update.
2. Find the activity
Click its Activities tab to view the feed.
3. Edit or delete
Click the ⋯ (options menu) next to the activity and select Show details to view it in full, Edit to change it, or Delete to remove it.
4. Save changes
Click Save to confirm your edits. Edited activities are marked (edited) in the feed.
5. The activity feed
Each record's Activities tab shows a feed of everything logged against it, grouped by day and showing who logged each entry. Click Expand on a long entry to read it in full, or Close to collapse it again. Use the search icon in the toolbar to find a specific entry.
Every collection also has a Dashboard-wide view - see Activity Logs for browsing activities across records.
6. Email activities
Forwarding an email logs it automatically as an activity - no manual entry needed. Click the envelope icon in the Activities toolbar to find the record's forwarding address, and forwarded emails show their From, To, and Cc details. Emails that came from Outlook also offer Open in Outlook.
See Email Forwarding for how to set this up.
7. AI-suggested tasks from an activity
Available on all plans except Starter.
When you log an activity, click Suggest Tasks below the content field and Kinabase proposes follow-up tasks based on what you wrote. See Using Tasks for accepting and managing suggested tasks.
8. Reacting to activities
You can react to any activity with an emoji to acknowledge it or show agreement, without adding a reply to the timeline. Kinabase doesn't have threaded comments or @mentions - reactions are the only way to respond directly to an activity.
1. Hover over the activity
In the Activities tab, hover over the entry you want to react to.
2. Add a reaction
Click the smiley face icon that appears, then select an emoji: 👍 Thumbs up, ❤️ Heart, 🎉 Party popper, 👀 Eyes, 🙏 Thank you, or ✅ Check mark.
3. Remove a reaction
Click your existing reaction again to remove it.
Reactions appear below the activity showing each emoji and how many people used it; hover over one to see exactly who reacted.
Reacting to someone's activity notifies them. To adjust this, go to Settings → Account → Notifications and set the priority for Activity Reaction. See Notifications.
Need more help? Ask your System admin, or contact our support team via Help & Support.