How to Use the Activities Library

How to create and customise your activities and note templates for Candidate and Contact Emails, Calls, Messages, Meetings and Notes in Firefish.

Contents

• What is the Activities Library?
• Where to Find It
• Managing Templates
  • Viewing Existing Activities
  • Adding Templates
  • Setting a Default Template
• Managing Email Activities
  • Creating a New Email Activity
  • Using the Email Activity in a Record

• Managing Call & Message Activities
  • Adding a New Call or Message Activity
  • Using the Call or Message Activity in a Record
• Managing Meeting Activities
  • Adding a New Meeting Activity
  • Using the Meeting Activity in a Record
• Managing Note Activities
• Auditing & Deleting
  • Auditing & Deleting Templates
  • Removing, Restoring & Deleting Activities

What Is the Activities Library?

The Activities Library is your new home for managing core candidate and contact activity types in Firefish — from emails and calls to notes and meetings.

As well as customising our standard system activities with multiple pre-defined templates, you can now create, edit, and organise your own activity types and templates directly in your CRM.

This makes it easier to:

• Tailor Firefish to your recruitment workflow

• Standardise communication across your team

• Keep reporting consistent and accurate

• Reduce support requests for activity changes

All new activities automatically feed into existing Firefish reporting, which means that once your activities have been created, you can instantly update your Reports Dashboard cards to include your custom activities.

Where to Find It

You’ll find the Activities Library in System Configuration → Activities Library (Beta)

When you open the Activities Library, you’ll see four main tabs — each representing a core activity area within Firefish:

Managing Templates

Enterprise Customers: To keep reporting consistent, all Activities are shared across each of your Primary and Secondary websites. However, Templates are website specific, which means that you will need to add and customise any templates you want separately by accessing the Activity Library for each site.

Managing Email Activities

1. Creating a New Email Activity

1. Click Add.

2. Name your new activity (e.g. “New Role Introduction Email”).

3. Click Save.

Your new activity will appear in the list and is ready for templates to be added.

Note: Each Bulk Email Activity is linked to the list in Firefish from which it is triggered (eg: Search Results, Considering Lists, Contractors Out List). Whilst this means you cannot add new or rename existing bulk email activity types, you can add and name as many new templates as you need!

2. Using the Activity in a Record

When composing an email from a candidate or contact record:

• Select your new activity from the Activity Type dropdown.

• Choose a template (or “None” to start from scratch).

Calls & Messages

You can use this section to define new call or message types — for example, “Worker Check-in” or “Candidate Update.”

1. Adding a New Call or Message

1. Go to Calls & Messages.

2. Click Add Activity.

3. Name your call or message type.

4. (Optional) Add one or more templates with pre-filled notes or talking points.

5. Save your changes.

🔄 Integration-dependent:
SMS and Instant Message Sent activities only appear if your CRM has the relevant integration enabled (e.g., Firefish SMS or Paymoji). Any other message activities you create will be added to the "Call & Message Notes" activity modal.

2. Using the Activity in a Record

When logging calls or messages, recruiters can now choose from your customised list of activity types and templates— ensuring consistent communication logs across the business.

Managing Meeting Activities

Meetings create two activities in Firefish:

1. A Meeting action, and

2. An associated Email confirmation.

1. Create a Meeting Activity:

1. Open the Meetings tab.

2. Click Add Activity and name your meeting (e.g. “Candidate Debrief”).

3. Add a template — make sure that includes the merge fields Meeting Date and Meeting Time in every template, to ensure that your meeting action and email can line up correctly.

4. Save it.

2. Using the New Activity in a Record

When you schedule a meeting from a candidate or contact record, your new activity and template will be available to select.

Make sure that every template you create for meetings has the merge fields MeetingDate and MeetingTime added. This will allow you to link your meeting action with the confirmation email, ensuring that follow-ups and diary events are recorded correctly.

To merge the meeting date and time into you email, use the fields to choose when the meeting should take place, and then click the Merge Fields button.

Managing Note Activities

Notes work the same way as other activity types, but with one exception:

⚠️ Quick Notes (the pinned notes at the top of each record) are system-defined and cannot be edited or removed.

You can, however, add templates for:

• Candidate notes

• Contact notes

• Company notes

Each template can include structured guidance or standard wording to make note-taking consistent across your team.

Auditing and Deleting Activities

Template Auditing and Deletion

Every template includes a datestamp showing when it was last edited and by whom.

Deleting a template is a permanent action that you cannot undo. 

Removing, Restoring and Deleting Activities

You can remove, restore and delete any activities you add to the library.

• Remove: Removes the activity from dropdowns for new activity entries, but keeps it visible on historical records.

• Restore: Restores a 'removed' activity to the dropdowns for new activity entries

• Delete: Permanently removes the activity and all associated templates.

Note: To protect existing workflows in Firefish, default system activities are currently locked and protected from being removed.