Top Tips for Enquiries and Activities

Now that your Organisation and Contact screens are defined and your data has been imported, the next step is understanding how best to record engagement in Tractivity.

Before diving in, take a moment to consider:

• How do you currently collect stakeholder engagement data?

• Is it via emails, phone calls, meetings, spreadsheets, or another system?

• Is data captured consistently across teams, or in different ways?

Understanding your current approach helps ensure enquiries and activities are logged in a way that supports accurate reporting, clear visibility, and meaningful insights.

Tractivity helps centralise engagement activity, reduce duplication, and create a single source of truth for stakeholder interactions.

Understand Enquiries vs Activities

Understanding the difference between Enquiries and Activities is crucial to using Tractivity effectively.

• Enquiries act as a central folder to group all related engagements around a single topic or issue.

• Activities are individual interactions, past or future, such as emails, phone calls, meetings or site visits.

You can decide how much information is captured on each screen, but remember to keep things simple. Overly detailed screens can feel admin-heavy and discourage regular use.

Do you need to use Enquiries and Activities?

Not every engagement needs an Enquiry, but when multiple interactions relate to the same topic, Enquiries can add clarity and structure.

Use Enquiries when:

• engagement relates to a specific issue, topic, or theme.

• multiple activities need to be grouped together.

• you want clear visibility and reporting on a single matter.

Examples include:

• A planning application

• A complaint or concern

• A consultation or engagement campaign

• A long-running issue with a stakeholder or group

When to use Activities

Activities should be used to record all individual interactions, whether they are linked to an enquiry or standalone.

Examples include:

• Phone calls

• Emails

• Meetings

• Site visits

• Follow-up actions or tasks

Activities can exist against a Contact or other record, or be linked to an Enquiry to provide a full engagement timeline.

Consider smarter ways to collect data

Tractivity is designed to work smarter for you and your teams. Consider using additional tools to reduce manual data entry and improve consistency.

Options include:

• Outlook integration to automatically capture email engagement.

• Online forms on your website that feed directly into Tractivity.

These approaches help ensure data is captured accurately, consistently, and with minimal effort from users  supporting better reporting and adoption.