Visit Planning
How to enable visit planning on the web app
Verify web user access right
How to schedule visits
How to bulk upload events on the web app
How to access event/visit created on the mobile app
How to validate events on the web app
Process for viewing validations
This is a feature designed to optimize the scheduling of your field team's visits. This innovative tool enables both managers and field workers to effortlessly coordinate customer visits across web and mobile platforms, ensuring timely and efficient service.
Exciting Update!
The Visit Planning feature is now available for all new environments. For our existing clients, this powerful tool can also be activated upon request.
Access the Settings Page:
Click on the settings icon next to the client name.
Select Main and navigate to the Add-on tab.
Enable Visit Planning:
Click on Edit Details.
Toggle on Enable Visit Planning on the setting page
Click on the Save button to apply changes.
Once enabled, the calendar/planning feature will appear on the left side of the panel of the Web interface
3.** Weekend Configuration (Optional):**
To allow calendar functionality on weekends, navigate to the environment settings page.
In the Main tab, scroll down to GPS Tracking Configuration and enable the Display Weekend toggle and save your changes
The days on the weekend will be included on the calendar as displayed in the screenshot below:
Here are the steps to ensure Web user access rights:
Go to client organizational settings icon page
Then to the Users tab, click on "Edit Details"
Adjust users' access on the profile section where we have the different rights, Viewer, Editor and Admin rights
Ensure the "Give access to all resources" option is not toggled on for users with viewer and editor roles.
Note: Users with viewer and editor access should be team leaders for visit planning to work correctly.
Admins with access to all resources do not need to be linked to a mobile user for them to create/schedule and see events for field users
Once all prerequisites are met:
If the user is linked to a mobile user who is not a team leader, every visit created is automatically assigned to the same mobile user (the one linked to the connected web user)
If the user is linked to a mobile user that is a team leader, for the Add Visit button to be enabled he first needs to select a mobile user (either himself or his teammates) from the field user filter.
Click on the calendar on the left panel a screen will open and click on the Add Visit button.
Once you click on the Add Visit button a small screen will open requiring you to select a customer, date, time and a comment.
Once you fill all the required fields, click on the Save button to save all information filled. Once done the created event/visit added will appear on the calendar.
Users with the correct rights are the only ones who can be able to edit or delete an event i.e. an Editor or and Admin.
To edit, hover over the event, click on the edit icon, edit the details needed and click the save button to save.
You can also reorder events on the calendar by dragging the event created
N/B: Events marked as "Done" cannot be edited or deleted same applies to events planned and completed on the mobile application.
To delete, hover over the event and click on the delete button, the event initially created will be deleted from the calendar.
As a team leader before creating an event for your team you need to select a user/users that your are planning visits for.
Once done click on the Add Visit button and add all information needed and click on the save button to save the created event.
On the calendar we have different actions that can be done.
To filter events created, done or cancelled by status click on the filter Status of Visit below schedule, on the left top part side of the screen.
We can filter events by different statuses of events created;
Declined - This is a status of event created and was cancelled
Done - This is a status of event created and visits were done at the specified time
Planned - This is a status of created event that is yet to be visited/visits is not completed
Overdue - This is a status of event created but the visit specified time was not met
Pending - This is a status of an event that has been planned but not yet validated
If one is a team leader/admin they can filter events created by Status of Visit and Field user filters.
The bulk upload functionality enables you as the manager to schedule multiple visits for your users in just a few clicks.
Here is a guide on how to perform the bulk operation
Step 1.
Navigate to the calendar section on the web app, on the top right part of the screen, click on add visit and select Multiple visits
Step 2.
Upon selection of Multiple visits you will be required to click on the (link) provided with a CSV template where you will be required to populate your users' visit data
Step 3.
In the template you will fill the details required in the format as shared on the prefilled data once done save and upload
Multiple visits cannot be scheduled on the same time on the same day
Once the template is successfully uploaded, all the scheduled visits will appear on the calendar.
Input date format as how it appears on the template
For more information click on video
To view today's planned visits:
Click on the calendar page at the bottom left of your screen which by default you will be presented with the scheduled visits for the current day.
Team leader with the correct rights, will add visits via mobile by clicking on the Add visit button.
To edit or delete planned visits, click on the three dots next to an event for options.
To view weekly events:
Use the "My Week Calendar" button at the top right corner for an overview of planned events for specific days.
You can also use the arrows on the calendar to navigate between weeks in the calendar view, so that you can easily see what is planned for the upcoming weeks.
You can also search events/planned visits by clicking on the search icon next to calendar icon.
Team leads/supervisors will see all event planned and created for field users. They also have visibility on reports for the planned visit and not done, and those done on the web app/mobile.
Field users can also review reports on the mobile app on the insights tab
To create an event on the mobile app on the events page, follow these steps:
Open the App and navigate to the Calendar by selecting the first page.
2.On the lower right corner of the screen, tap the + Event button.
Enter all the necessary details for the event:
Customer - Customer you are planning visit for
Comment: Any notes or purposes for the visit.
Date: The planned date of the visit.
Time: The time you intend to start the visit.
Duration: The estimated length of the visit. - i.e 15 mins,30 mins,60 mins, 2hrs, 4 hrs, 8 hrs
Once all the information is filled, confirm by saving the event.
This will add the event to your calendar according to the dates selected
You can easily schedule a visit directly from the customer’s page by following these steps:
Select the Customer/Agent/Farmer you plan to visit.
Once their details appear, navigate to the Info tab.
Under Next Visit click on the + Visit button.
Fill in the relevant details:
Comment: Any notes or purposes for the visit.
Date: The planned date of the visit.
Time: The time you intend to start the visit.
Duration: The estimated length of the visit.
Once all the details are entered, click on the Save button to confirm and save the event.
By following these steps, your visit will be successfully scheduled and recorded in the system.
N/B: On the customer card edit view, you can visualize the next visit date for your customer. The next visit is displayed with the date and time that you had planned to visit your customer
For more information click on the video below
Managers often need to validate events created by mobile users to maintain an organized and efficient scheduling system.
Here's is a guide on how to enable and validate events:
Navigate to Settings:
On the web app, go to the main settings page enable Planning Calendar Validation by enabling the toggle to enable the event validation process.
Validating Events:
Once mobile users create events, they will appear on the web app with a status of Pending.
As a manager or team lead, you can either validate or decline these events from the Web app.
Here’s how:
Go to the planning feature on the web app.
Use the filtering options to select the mobile user whose events you need to review. This narrows down the list to relevant events scheduled from the mobile users.
Review of the Events:
Click on the event you want to validate or decline. This will open up detailed options for that specific event i.e. Validate or Decline the event.
Validate or Decline the Events:
If you validate the event, its status on the mobile user will change from Pending to Planned, signifying approval of visit giving a go ahead for users to proceed with their scheduled visits
If you decline the event, it remains in the Pending status and users will not be able to do the visit for the outlet/customer.
The manager can provide feedback to the mobile user explaining why the event was declined during approval from the web app which the user will see from the mobile.
Validation of events help to streamline planning and scheduling across the team ensuring there is proper coverage of non visited outlets
Once the manager validates a pending event on the web app:
The user should navigate to the event page.
On the event page, they need to click the refresh icon to update the page.
After refreshing, the user will be able to see the validations that have been completed.
This ensures the user gets the latest updates on the validation status of the event.
Verify web user access right
How to schedule visits
How to bulk upload events on the web app
How to access event/visit created on the mobile app
How to validate events on the web app
Process for viewing validations
This is a feature designed to optimize the scheduling of your field team's visits. This innovative tool enables both managers and field workers to effortlessly coordinate customer visits across web and mobile platforms, ensuring timely and efficient service.
Exciting Update!
The Visit Planning feature is now available for all new environments. For our existing clients, this powerful tool can also be activated upon request.
How to enable visit planning on the web app
Access the Settings Page:
Click on the settings icon next to the client name.
Select Main and navigate to the Add-on tab.
Enable Visit Planning:
Click on Edit Details.
Toggle on Enable Visit Planning on the setting page
Click on the Save button to apply changes.
Once enabled, the calendar/planning feature will appear on the left side of the panel of the Web interface
3.** Weekend Configuration (Optional):**
To allow calendar functionality on weekends, navigate to the environment settings page.
In the Main tab, scroll down to GPS Tracking Configuration and enable the Display Weekend toggle and save your changes
The days on the weekend will be included on the calendar as displayed in the screenshot below:
Verify web user access right
Here are the steps to ensure Web user access rights:
Go to client organizational settings icon page
Then to the Users tab, click on "Edit Details"
Adjust users' access on the profile section where we have the different rights, Viewer, Editor and Admin rights
Ensure the "Give access to all resources" option is not toggled on for users with viewer and editor roles.
Note: Users with viewer and editor access should be team leaders for visit planning to work correctly.
Admins with access to all resources do not need to be linked to a mobile user for them to create/schedule and see events for field users
How to schedule visits
Once all prerequisites are met:
If the user is linked to a mobile user who is not a team leader, every visit created is automatically assigned to the same mobile user (the one linked to the connected web user)
If the user is linked to a mobile user that is a team leader, for the Add Visit button to be enabled he first needs to select a mobile user (either himself or his teammates) from the field user filter.
Click on the calendar on the left panel a screen will open and click on the Add Visit button.
Once you click on the Add Visit button a small screen will open requiring you to select a customer, date, time and a comment.
Once you fill all the required fields, click on the Save button to save all information filled. Once done the created event/visit added will appear on the calendar.
How to edit, delete events/visits created
Users with the correct rights are the only ones who can be able to edit or delete an event i.e. an Editor or and Admin.
To edit, hover over the event, click on the edit icon, edit the details needed and click the save button to save.
You can also reorder events on the calendar by dragging the event created
N/B: Events marked as "Done" cannot be edited or deleted same applies to events planned and completed on the mobile application.
To delete, hover over the event and click on the delete button, the event initially created will be deleted from the calendar.
Creating Visits as a Team Leader
As a team leader before creating an event for your team you need to select a user/users that your are planning visits for.
Once done click on the Add Visit button and add all information needed and click on the save button to save the created event.
How to filter events by status
On the calendar we have different actions that can be done.
To filter events created, done or cancelled by status click on the filter Status of Visit below schedule, on the left top part side of the screen.
We can filter events by different statuses of events created;
Declined - This is a status of event created and was cancelled
Done - This is a status of event created and visits were done at the specified time
Planned - This is a status of created event that is yet to be visited/visits is not completed
Overdue - This is a status of event created but the visit specified time was not met
Pending - This is a status of an event that has been planned but not yet validated
If one is a team leader/admin they can filter events created by Status of Visit and Field user filters.
How to bulk upload events on the web app
The bulk upload functionality enables you as the manager to schedule multiple visits for your users in just a few clicks.
Here is a guide on how to perform the bulk operation
Step 1.
Navigate to the calendar section on the web app, on the top right part of the screen, click on add visit and select Multiple visits
Step 2.
Upon selection of Multiple visits you will be required to click on the (link) provided with a CSV template where you will be required to populate your users' visit data
Step 3.
In the template you will fill the details required in the format as shared on the prefilled data once done save and upload
Multiple visits cannot be scheduled on the same time on the same day
Once the template is successfully uploaded, all the scheduled visits will appear on the calendar.
Input date format as how it appears on the template
For more information click on video
How to access event/visit created on the mobile app
To view today's planned visits:
Click on the calendar page at the bottom left of your screen which by default you will be presented with the scheduled visits for the current day.
Team leader with the correct rights, will add visits via mobile by clicking on the Add visit button.
To edit or delete planned visits, click on the three dots next to an event for options.
To view weekly events:
Use the "My Week Calendar" button at the top right corner for an overview of planned events for specific days.
You can also use the arrows on the calendar to navigate between weeks in the calendar view, so that you can easily see what is planned for the upcoming weeks.
You can also search events/planned visits by clicking on the search icon next to calendar icon.
Team leads/supervisors will see all event planned and created for field users. They also have visibility on reports for the planned visit and not done, and those done on the web app/mobile.
Field users can also review reports on the mobile app on the insights tab
How to create visits via mobile app on the Events page
To create an event on the mobile app on the events page, follow these steps:
Open the App and navigate to the Calendar by selecting the first page.
2.On the lower right corner of the screen, tap the + Event button.
Enter all the necessary details for the event:
Customer - Customer you are planning visit for
Comment: Any notes or purposes for the visit.
Date: The planned date of the visit.
Time: The time you intend to start the visit.
Duration: The estimated length of the visit. - i.e 15 mins,30 mins,60 mins, 2hrs, 4 hrs, 8 hrs
Once all the information is filled, confirm by saving the event.
This will add the event to your calendar according to the dates selected
How to create visit via mobile app on the Customer page
You can easily schedule a visit directly from the customer’s page by following these steps:
Select the Customer/Agent/Farmer you plan to visit.
Once their details appear, navigate to the Info tab.
Under Next Visit click on the + Visit button.
Fill in the relevant details:
Comment: Any notes or purposes for the visit.
Date: The planned date of the visit.
Time: The time you intend to start the visit.
Duration: The estimated length of the visit.
Once all the details are entered, click on the Save button to confirm and save the event.
By following these steps, your visit will be successfully scheduled and recorded in the system.
N/B: On the customer card edit view, you can visualize the next visit date for your customer. The next visit is displayed with the date and time that you had planned to visit your customer
For more information click on the video below
How to validate events on the web app
Managers often need to validate events created by mobile users to maintain an organized and efficient scheduling system.
Here's is a guide on how to enable and validate events:
Navigate to Settings:
On the web app, go to the main settings page enable Planning Calendar Validation by enabling the toggle to enable the event validation process.
Validating Events:
Once mobile users create events, they will appear on the web app with a status of Pending.
As a manager or team lead, you can either validate or decline these events from the Web app.
Here’s how:
Go to the planning feature on the web app.
Use the filtering options to select the mobile user whose events you need to review. This narrows down the list to relevant events scheduled from the mobile users.
Review of the Events:
Click on the event you want to validate or decline. This will open up detailed options for that specific event i.e. Validate or Decline the event.
Validate or Decline the Events:
If you validate the event, its status on the mobile user will change from Pending to Planned, signifying approval of visit giving a go ahead for users to proceed with their scheduled visits
If you decline the event, it remains in the Pending status and users will not be able to do the visit for the outlet/customer.
The manager can provide feedback to the mobile user explaining why the event was declined during approval from the web app which the user will see from the mobile.
Validation of events help to streamline planning and scheduling across the team ensuring there is proper coverage of non visited outlets
Process for viewing validations
Once the manager validates a pending event on the web app:
The user should navigate to the event page.
On the event page, they need to click the refresh icon to update the page.
After refreshing, the user will be able to see the validations that have been completed.
This ensures the user gets the latest updates on the validation status of the event.
Updated on: 15/11/2024
Thank you!