Schedule Your Activity | Kizen Basics

Overview

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A day at Flywheel Adventure Park is full of interactions—families calling to confirm arrival times, guests checking in at the gate, safety briefings before rides, and follow-up messages after their visit. For the Reyes family, this includes confirming Sofia and Caleb’s ride waivers and making sure Marcus receives the right reminders before they arrive.

Some interactions happen in the moment and need to be logged. Others must be planned ahead of time and need to be scheduled to ensure the day runs smoothly.

You should create a Scheduled Activity when an interaction hasn’t happened yet, such as confirming ride waivers before a visit. When Marcus Reyes purchased tickets for his children, Sofia and Caleb, Flywheel Adventure Park schedules a Ride Waiver Confirmation Activity. This ensures Guest Services can verify waiver completion and prepare wristbands ahead of time, allowing the kids to head straight to the rides upon arrival.

A Scheduled Activity like this typically includes details such as:

• Type: Ride Waiver Confirmation

• Date & Time: Morning of the visit

• Assigned To: Guest Services staff member Jacob Mulligan

• Notes: “Confirm both children’s waivers. Prepare wristbands to speed up ride access. Link to ticket records.”

• Contacts: Sofia and Caleb Reyes

Why This Matters

Keeping Activities up to date ensures that Flywheel Adventure Park staff always know:

• What happened

• What’s planned

• Who handled each touchpoint

• Whether follow-ups are still pending

When Activities are logged and scheduled correctly, the guest experience feels seamless, even on the busiest weekends. This guide walks through how to schedule an Activity using the Reyes family’s visit as a simple, day-in-the-life example.

Before You Begin

Before scheduling an Activity, make sure the following are in place:

• The Contact record exists for Marcus Reyes

• Sofia Reyes Ride Waiver and Caleb Reyes Ride Waiver Records have been created

• The Activity type you plan to schedule (such as Ride Waiver Confirmation) is available

• The assigned team member exists in Kizen and has the appropriate permissions

• You have permission to schedule Activities and send notifications

Having these items ready ensures Activities can be scheduled, assigned, and connected correctly to Timelines and Workflows.

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Scheduling an Activity

1

Navigate to Contacts

From the top navigation, select Data > Contacts.

2

Select the Contact Record

On the Contacts page, select Marcus Reyes, as he is the person needing the Scheduled Activity.

3

Schedule an Activity on your Contact Record

On the Action panel in Marcus's Contact Record select SCHEDULE ACTIVITY.

A Schedule Activity modal appears.

4

Choose the Activity and fill out the fields

On the Schedule Activities modal, you can choose your Activity and fill out various fields.

Select Ride Waiver Confirmation from the Choose Activity dropdown (the topmost field).

5

Assign a Team Member

Assign the Activity to the team member. Under Assign Team Member, be sure to choose via a dropdown Jacob Mulligan, your trusty guest service staffer.

Note: Jacob Mulligan should be created for this step. If you don't see him, please read our Configure Your Business page.

6

Set Date and Time

• Due Date: Day of the visit (for our purposes, set it to two days ahead of the present date).

• Time: Morning (use 9:00 AM)

• Why? This ensures staff prepare waivers and wristbands before the family arrives.

7

Add a Note

Add a note regarding the current Scheduled Activity: “Confirm both children’s waivers. Prepare wristbands to speed up ride access. Link to ticket Records.”

8

Set your Associations

Set associations for this Scheduled Activity.

• Contacts Contacts field is the person who needs to fill out this ride waiver (in this case, Marcus Reyes)

• Concession: Blank

• Lost Item Requests: Blank

• Ride Waivers: Sofia Reyes Ride Waiver

• Tickets field: This is connecting the waiver to a specific ticket (in this case, Marcus's purchase of Sofia's ticket). In the Tickets dropdown, select Marcus Reyes - Flywheel Ticket.

9

Add Notifications

Select +ADD NOTIFICATION.

You'll want to remind Marcus of the waiver form is due a couple times before he comes with the family to Flywheel Adventure Park. So you're going to create two notifications

• You can choose whether or not to send a text or an email. For our purposes, leave it as an email.

• In the dropdown where you see Minute(s), change it to Days(s). These indicate the timelines before the Activity is due. We want to give Marcus some time to sign the waivers!

• Set the first notification to 1 Day and the second to 4 hours.

10

Select SCHEDULE to save

Now you should see that the scheduled waiver confirmation appears on Marcus’s Timeline with the selected date and time, assigned staff member, activity details, related Records, and any notes.

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Apply What You've Learned

Now that you’ve scheduled one Activity, apply what you’ve learned. Schedule another Activity using the same steps and the Ride Waiver Object. This time, create the Activity for Caleb’s waiver instead of Sofia’s.

Use the information below to set it up.

Activity Settings

• Activity: Ride Waiver Submissions

• Assignment Type: Team Member

• Assign Team Member: Jacob Mulligan

• Due Date: Two days from today (visit date)

• Time: 9:00 AM

• Notes: Confirm both children’s waivers. Prepare wristbands to speed up ride access. Link to ticket Records.

Associations

• Contacts: Marcus Reyes

• Concession: Blank

• Lost Item Requests: Leave blank

• Ride Waivers: Caleb Reyes Wide Waiver

• Tickets: Marcus Reyes - Flywheel Ticket

Notifications

Create two notifications:

• Notification 1: Send email 1 day before activity is due

• Notification 2: Send email 4 hours before activity is due

When you've finished, this should be present on Marcus Reyes's Timeline:

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How This Fits Into Agentic Workflows

Scheduled Activities represent planned touch points and are central to proactive Agentic Workflows in Kizen. In the Reyes family example, scheduling Ride Waiver Confirmation Activities ensures required steps happen before the family arrives. Once scheduled, these Activities can trigger reminders, assign tasks to staff, and prepare systems for the visit—helping teams address needs in advance rather than at check-in.

Scheduled Activities can be used to:

• Send reminders or notifications before a visit

• Assign preparation tasks based on timing or ticket type

• Ensure required steps, like waiver completion, aren’t missed

• Feed planning data into staffing and operational reports

By Scheduling Activities consistently, teams move from reactive to proactive. Guests receive timely communication, staff know what’s coming, and Agentic Workflows handle preparation ahead of time. When the work is completed and logged, the Timeline closes the loop between planning and execution.

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Scheduling Activities Capabilities By Role

Admins

• Create and manage Activity types used for scheduling

• Configure required fields, defaults, and associations

• Control permissions for scheduling Activities and sending notifications

• Define standard scheduling patterns for common Workflows

• Ensure scheduled Activities appear correctly on Timelines and reports

Technical Builders

• Automatically schedule Activities based on triggers or conditions

• Integrate Activity scheduling into Agentic Workflows

• Schedule Activities programmatically using the API

• Configure notifications and follow-up actions

• Connect scheduled Activities to downstream systems and reporting

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Tying It Back Into Your Industry

In the Flywheel Adventure Park example, scheduling a Ride Waiver Confirmation ensures required steps are completed before the family arrives. The same scheduling pattern applies across industries where preparation, compliance, or follow-up must happen before a key event.

Insurance

Scheduling a Ride Waiver Confirmation is similar to scheduling policy-related follow-ups in insurance.

For example:

• A policy renewal reminder scheduled before expiration

• A document collection task scheduled after a quote is issued

• A compliance review scheduled before coverage becomes active

Just as Guest Services prepares wristbands ahead of time, insurance teams prepare documentation and approvals before a policy milestone.

Healthcare

Financial Services

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What’s Next?

Next, you’ll learn about Logging your Activities, including how Activity Records appear, update, and stay connected to your data.