Setup Guides

Before you start

• AkarForge account access (Admin or Location Manager role)
• A Google or Outlook calendar ready, if you want two-way sync
• Know which staff members will be assigned to this calendar

1   Choose your calendar type

Pick the right type before creating anything — it can't be changed after creation.

2   Create a Calendar Group

WHERE  Calendars → Calendar Groups → + New Group

1. Name the group clearly (e.g. Property Tours)
2. Assign a slug — this appears in the booking URL
3. Save

3   Create the Calendar

WHERE  Calendars → + New Calendar

1. Select the Calendar Group from Step 2
2. Choose the Calendar Type from Step 1
3. Name it clearly (e.g. Property Tour – Bali South)
4. Set the calendar slug (becomes the direct booking URL)
5. Click Save & Continue

4   Connect Google / Outlook

WHERE  Calendar Settings → Connections

1. Click Connect Google Calendar (or Outlook)
2. Authenticate via the popup
3. Select which calendar to check for conflicts (usually your primary)
4. Enable Two-way sync so bookings appear in both places

5   Set Availability

WHERE  Calendar Settings → Availability

6   Assign Staff & Round Robin

WHERE  Calendar Settings → Team Members

1. Click + Add Team Member
2. Select staff from the AkarForge user list
3. For Round Robin: set priority weight per person (equal = even split)
4. Enable Check Staff Calendar to respect each member's conflicts

7   Booking Form Fields

WHERE  Calendar Settings → Forms

1. Default fields: Name, Email, Phone — always on
2. Add custom fields as needed (e.g. property interest, budget)
3. Mark each field Required or Optional
4. Set Confirmation Behaviour: redirect to a thank-you page, or show an inline message

8   Notifications & Reminders

WHERE  Calendar Settings → Notifications & Reminders

Channels: Email, SMS, or WhatsApp (WhatsApp requires a connected number).

9   Get & Share the Booking Link

WHERE  Calendar Settings → Sharing

• Direct link — share it directly or drop it into messages
• Embed widget — copy the iframe code and paste it into any external website

1   The Contacts area at a glance

Open Contacts from the left sidebar. Along the top you'll find these sections:

2   Adding contacts

There are four ways contacts get in:

1. Manually — Contacts → + Add Contact
2. Import a CSV — bulk-load an existing list (next section)
3. Automatically from forms, surveys & calendars — anyone who submits becomes a contact
4. Via automations / integrations — workflows and connected tools create contacts for you

3   Importing from a CSV

WHERE  Contacts → Import option

1. Prepare a spreadsheet with a header row (First Name, Email, Phone…)
2. Upload the .csv file
3. Map each column to a contact field (create custom fields first for data that doesn't fit)
4. Choose how to handle duplicates — update existing or skip
5. Add a tag to the whole import (e.g. Import – June 2026)
6. Run the import

4   Anatomy of a contact record

Click any contact to open their record — it holds everything about that person:

5   Tags

Tags are simple labels that power your segmenting and automations.

• Add a tag on a record, or in bulk to many contacts at once
• Use a naming convention — Status: Hot, Source: Facebook, Type: Buyer

6   Custom fields

WHERE  Settings → Custom Fields

When built-in fields aren't enough, create your own (Budget, Preferred Area, Move-in Date…).

1. Choose a type: text, number, dropdown, date, checkbox, file upload, etc.
2. Group related fields into a folder for a clean record layout
3. The field appears on every contact and works in forms, imports & automations

7   Smart Lists & filters

A Smart List is a saved filter you return to in one click.

1. In Contacts, click More Filters
2. Filter by tag, custom field, date added, source, assigned user & more
3. Click Save as Smart List and name it (e.g. "Buyers – Canggu")
4. It now lives as a tab for instant access

8   Bulk actions

Tick multiple contacts (or a whole Smart List) and act on all of them at once:

9   Notes, tasks & conversations

• Notes — log context ("Prefers WhatsApp, budget flexible")
• Tasks — a to-do with a due date and assignee; shows in the Tasks section
• Conversations — send SMS, email, or WhatsApp from the record; replies thread here
• Appointments — book directly onto the contact; it links to their record

The Tasks tab (Contacts → Tasks) lists every task across all contacts. Filter by assignee, status, or due date; switch between All / Due today / Overdue / Upcoming; and click + Add Task to create one with a title, description, associated contact, assignee, and due date.

10   Do-Not-Disturb (DND)

Each contact has DND toggles to stop outbound messaging per channel (SMS, Email, Calls, WhatsApp) — set on unsubscribe, or manually.

11   Keeping the database clean

• Merge duplicates — select two records → Merge → pick which values to keep
• Restore deleted contacts from the Restore tab within the recovery window
• Export regularly as a backup, or to work data elsewhere

1   The basics

Two terms that work together:

2   Create a Pipeline

WHERE  Opportunities → Pipelines (gear icon) → + Create Pipeline

1. Name it after the process, not a person (e.g. "Buyer Pipeline")
2. You can run several pipelines (Buyers, Rentals, Sellers) — one per sales process
3. Save

3   Set up Stages

Add the steps a deal passes through, in order. A typical buyer flow:

4   Add an Opportunity

WHERE  Opportunities → + Add Opportunity

1. Link the contact (or create one)
2. Pick the pipeline and starting stage
3. Set the opportunity value (the deal's monetary worth)
4. Assign an owner (the staff member responsible)
5. Save

5   Move deals through stages

• Board view: drag a card from one column to the next
• From the record: open the opportunity and change its stage
• Every move is logged on the contact's activity timeline

6   Value & status

Each opportunity carries a value and a status:

7   Filters & views

• Switch between Board (Kanban) and List view
• Filter by owner, stage, value, date, or source
• Use it as a daily worklist — sort by "last activity" to spot stalled deals

8   Automate stage changes

WHERE  Automation → Workflows

• Trigger on stage change — "Opportunity Status Changed" / "Pipeline Stage Changed" → send a message, create a task, notify staff
• Auto-advance from a booking — a calendar's "Appointment Booked" trigger can move the opportunity to "Viewing Booked" (ties into the Calendar guide, Step 10)
• Auto-create — a new form submission can create an opportunity in "New Lead" automatically

1   The inbox

WHERE  Conversations (left sidebar)

The Conversations inbox brings every channel together. Each contact has a single thread — no matter whether they text, email, or WhatsApp you, it all lands in the same place, in order.

2   Channels

Depending on what's connected, a conversation can include:

3   Reading & filtering

• Filter by Unread, Recent, Starred, or Assigned to me
• Search by contact name or message content
• Unread threads are bold — work them top to bottom

4   Sending a message

1. Open a conversation (or start one from a contact record)
2. Pick the channel at the bottom (SMS / Email / WhatsApp)
3. Type your message — attach a file or image if needed
4. Insert a Snippet for common replies (next section)
5. Send

5   Snippets (canned replies)

WHERE  Settings → Snippets (create)  ·  the snippet icon in the composer (use)

• Save common replies once, then drop them into any conversation in a click
• Snippets support merge fields like {{contact.first_name}} — they auto-fill with the contact's real details
• Keep SMS snippets short; name them clearly (e.g. Booking – Confirmation)

6   Assign & organize

• Assign a conversation to a staff member so it's clear who owns the reply
• Star important threads to find them fast
• Mark read / unread to manage your queue
• Add an internal note — visible to your team, never sent to the client