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
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.
Click on the setting icon next to the client name select main and navigate to the Addon tab click on the edit details to enable the Enable visit planning toggle and click on save button to save all changes done.
Once the toggle has been enable the calendar feature will be activate on the left side of the panel.
N/B: To enable the calendar to run to weekends, navigate to the environment settings page, Main tab and scroll down to GPS tracking configuration and enable the display weekend toggle to choose the days that the users work. Once done click on save and scroll down to Planning configurationand enable the the display weekends toggle and save. Changes done will be reflected on the calendar.
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 create/schedule events for field users
We have two ways of linking mobile users and web users
If a user is already created just click on the edit button, additional information and update the email of the relevant web user to match the web users email.
If a web or mobile user has not been created please navigate to the users page and click the create button and add their information.
For more information on how to create a mobile/web users see here
Remember to update the email section on mobile users end to match the email of the relevant web user.
If the user created is a team leader upon creating the user remember to check the team leader toggle
Once all the above is 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 one who can be able to edit or delete an event i.e editor or and admin.
To edit place your caser on the event/visit created and click on the edit icon to edit the details needed and click the save button to save.
You can also reorder events on the calendar by dragging event created
To delete, place your caser on the event created and click on the delete button, the event 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 you do click on the Add Visit button and add all information needed and click on the save button to save the event created.
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 side of the screen.
We can filter events by different statuses of events created
Cancelled - This is a status of event created and was cancelled
Completed - This is a status of event created and visits were done o the specified time
Ongoing - This is a status of event created and are yet to be visited/visits are not completed
Outdated - This is a status of event created but the visit specified time was not met
If one is a team leader one can be able to 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 Mutiple visits you will be provided with a CSV template where you will be required to populate your users' visit
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
You cannot upload events that are overlapping and users can only be assigned schedules/visits to customers they have access to.
Once the template is successfully uploaded, all the scheduled visits will appear on the calendar.
Click on the calendar page before the customer page on the bottom left of the screen to see all 'Todays' visits planned.
As a team lead with the correct rights you can be able to add visits via mobile by clicking on the Add visitbutton.
To edit or delete visit planned click on the 3 dots on the left side of the event created, a small screen will open with edit and delete icon as shown below
To view all events/visits planned for the whole week on specific days of the week click on My week calendar button on the top right side of the screen, you will be able to see all events planned and assigned to you on specific days of the week. 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/visit planned by clicking on the search icon next to calendar icon.
Team leads/supervisors are able to see all event planned and created for field users. Team leads and supervisors are able view reports for the visit planned and not done, visits planned and done on the web app/mobile. Field users can also review reports on the mobile app on the insights tab
For more information click on the video below
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
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.
How to enable visit planning on the web app
Click on the setting icon next to the client name select main and navigate to the Addon tab click on the edit details to enable the Enable visit planning toggle and click on save button to save all changes done.
Once the toggle has been enable the calendar feature will be activate on the left side of the panel.
N/B: To enable the calendar to run to weekends, navigate to the environment settings page, Main tab and scroll down to GPS tracking configuration and enable the display weekend toggle to choose the days that the users work. Once done click on save and scroll down to Planning configurationand enable the the display weekends toggle and save. Changes done will be reflected on the calendar.
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 create/schedule events for field users
Link Mobile users to web users
We have two ways of linking mobile users and web users
If a user is already created just click on the edit button, additional information and update the email of the relevant web user to match the web users email.
If a web or mobile user has not been created please navigate to the users page and click the create button and add their information.
For more information on how to create a mobile/web users see here
Remember to update the email section on mobile users end to match the email of the relevant web user.
If the user created is a team leader upon creating the user remember to check the team leader toggle
How to schedule visits
Once all the above is 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.
How to create Visit via Web app when one is not a team leader
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 one who can be able to edit or delete an event i.e editor or and admin.
To edit place your caser on the event/visit created and click on the edit icon to edit the details needed and click the save button to save.
You can also reorder events on the calendar by dragging event created
To delete, place your caser on the event created and click on the delete button, the event created will be deleted from the calendar.
How to create Visit via Web app when one is 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 you do click on the Add Visit button and add all information needed and click on the save button to save the event created.
How to filter events and there different statuses
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 side of the screen.
We can filter events by different statuses of events created
Cancelled - This is a status of event created and was cancelled
Completed - This is a status of event created and visits were done o the specified time
Ongoing - This is a status of event created and are yet to be visited/visits are not completed
Outdated - This is a status of event created but the visit specified time was not met
If one is a team leader one can be able to 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 Mutiple visits you will be provided with a CSV template where you will be required to populate your users' visit
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
You cannot upload events that are overlapping and users can only be assigned schedules/visits to customers they have access to.
Once the template is successfully uploaded, all the scheduled visits will appear on the calendar.
How to access event/visit created on the mobile app
Click on the calendar page before the customer page on the bottom left of the screen to see all 'Todays' visits planned.
As a team lead with the correct rights you can be able to add visits via mobile by clicking on the Add visitbutton.
To edit or delete visit planned click on the 3 dots on the left side of the event created, a small screen will open with edit and delete icon as shown below
To view all events/visits planned for the whole week on specific days of the week click on My week calendar button on the top right side of the screen, you will be able to see all events planned and assigned to you on specific days of the week. 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/visit planned by clicking on the search icon next to calendar icon.
Team leads/supervisors are able to see all event planned and created for field users. Team leads and supervisors are able view reports for the visit planned and not done, visits planned and done on the web app/mobile. Field users can also review reports on the mobile app on the insights tab
For more information click on the video below
Updated on: 24/07/2024
Thank you!