Once your flows are ready, you can create a new activity template.

An activity template brings everything together. It tells Pear Suite which flows should be included during a visit, whether it should be marked as billable or not, and how the activity should appear when scheduling.

To create an activity template, you would go to the Activities tab inside the Templates Section and click Create New Activity.

You will then:

• Give the activity a title. Try to keep it clear and easy to recognize, like “Initial Intake Visit” or “Quarterly Health Assessment.”
• Link the flows you want to include in the activity.
• Choose whether to mark the activity as billable or not. You will also get a chance to mark it as billable, while finishing it with a member. 
• Save the template.

Once saved, this activity template can now be scheduled from the calendar or member profile, making it easy for staff to complete the right forms every time they meet with a member.

The system will also automatically generate and update 3 Data IDs with each new activity in order to track the timeline of when the activity is completed with a member. The data IDs will be listed in the Templates screen when you select an activity, where you can conveniently copy and paste the data IDs for use. These three data IDs capture:

1. First Start Date - Tracks the date of the first activity of this type for each member
2. Last Completion Date - Tracks the date of the most recent completed activity of this type for each member
3. Completion Count - Tracks the total number of completed activities of this type for each member

Automated Reminders for Scheduled Activities

When creating an activity template, you can choose to send automated reminders to members before their scheduled activity. These reminders help reduce missed appointments and save your team from sending manual follow-ups. 

Automated reminders are configured directly on the Activity Template, which means every activity scheduled using that template will follow the same reminder rules. 

While creating or editing an activity template, you will see a Reminder section. From here, you can enable reminders and decide how they should work for that activity. You can choose how far in advance the reminder is sent, such as a set number of minutes, hours, days, weeks, or months before the scheduled start time. You can also choose how the reminder is delivered. Reminders can be sent by SMS, email, or both, depending on your organization’s setup and the member’s contact information.

You can customize the reminder message text so it matches your organization’s tone and provides clear instructions to the member. This message will be sent automatically at the configured time.

Once saved, reminders are applied automatically. Staff do not need to take any additional action when scheduling activities. The system will handle sending reminders based on the activity’s scheduled date and time.

If you need help deciding which activities should include reminders, or what timing works best for your program, contact your Customer Success Manager.