Integrate a booking system

This article explains how to integrate and manage booking systems with BriqSafe, focusing on scheduling visits, managing visit templates, and handling recurring activities. It is intended for managers responsible for operations and scheduling within BriqSafe.

Note

Required role: Manager

Scheduling Visits

You can schedule visits either as grouped activity occurrences using visit templates or as standalone recurring activities.

Scheduling a Visit from a Visit Template

1. Open Scheduler and filter with To plan to see visit-template occurrences separately from standalone activities.
2. Select a visit-template occurrence to review included activity types and job counts.
3. Optionally add or remove activity types for this occurrence only; the template itself remains unchanged.
4. Set the visit's date, start time, and end time.
5. Assign one or more engineers to the visit.
6. Confirm the visit creation; a single visit with all grouped jobs is generated.

Note: Changes to activity types affect only this occurrence; future occurrences revert to the original template.

Scheduling a Standalone Recurring Activity

1. Open Scheduler and use the To plan filter to list standalone activities awaiting scheduling.
2. Select an activity to review its frequency, assets in scope, and job count.
3. Pick a date for the visit.
4. If consultant review is required after completion, enable the Requires review after completion toggle.
5. Assign an engineer to perform the visit.
6. Confirm the scheduling to create a standalone visit; the activity moves from To plan to planned, and the next occurrence is auto-queued.

Note: Only active users appear in the assignee list, and there is no regulatory date restriction when selecting dates.

Creating Recurring Visits in Bulk

1. In the visit creation panel, open the Recurrence section and enable Create recurring visits.
2. Set the Frequency (Daily, Weekly, Monthly, Yearly) and Repeat every interval.
3. Define the number of occurrences or an end date.
4. Review the preview of how many visits will be created.
5. Confirm to generate multiple visits on the defined schedule.

Note: The recurrence here controls how scheduled visits repeat and is separate from the activity's compliance frequency.

Managing Visit Templates

Visit templates group multiple activity types into reusable bundles for scheduling visits efficiently. Templates can be defined at organisation or client level and have scope and inheritance rules.

Finding and Reviewing Visit Templates

1. Navigate to Organisation Settings and select Visit Templates.
2. Use the scope toggle to view templates at the Organization level (org-wide), Clients level (per client), or Locations (per-location defaults).
3. Organisation-wide templates are shown alongside an Available Activities panel for building templates.
4. Client templates extend organisation templates, merging or overriding activity types without changing the organisation-wide defaults.

Note: Only users with owner, admin, or manager roles can view or manage visit templates. Inspectors, engineers, and viewers lack access.

Creating Organisation-Wide Visit Templates

1. In Organisation Settings > Visit Templates > Organization, click New Visit Template.
2. Enter a unique template name and optional description.
3. Add activity types by dragging them from the Available Activities panel.
4. Leave the template organisation-wide (no client selected) and click Create.

Note: You cannot create a template without a name or without selecting at least one activity. Adding duplicate activity types across templates triggers conflicts that must be resolved before saving.

Creating Client-Specific Visit Templates

1. Go to Organisation Settings > Visit Templates > Clients and select a client.
2. Click New Visit Template, enter a name, and add activities.
3. Create the template; it acts as an extension of the organisation template, overriding specific activity types for that client only.

Note: The client template must extend an organisation-level parent without client scope; otherwise, creation is blocked.

Copying System Visit Templates

1. In Organisation Settings > Visit Templates, select Organization or a client.
2. Click Copy System Visit Templates to import the standard platform templates.

Note: Templates with activity-type conflicts are skipped during copying. The copied templates stay linked to the system source in extend mode.

Deleting Visit Templates

1. Open Organisation Settings > Visit Templates, find the template, and use the Delete action.
2. Confirm deletion in the dialog.

Note: Deleting a template soft-deletes it and removes it from the list. All draft visits based on that template are permanently deleted, while all other visit statuses remain accessible.

Managing Control Scheme Activities

Activities define the individual jobs within visits, and you can add, adjust, and assign them within the control scheme.

Adding Custom Activities

1. On a location's Control Schema tab, click Add activity.
2. Select the object to attach the activity to — structure, area, system, asset, or the entire location.
3. Choose a valid Activity type and set the Frequency.
4. Review the job estimate and save the activity.
5. The new activity appears in the To do state, ready for scheduling.

Note: Only activity types valid for the location’s control regime are shown. A scope that includes no assets produces zero jobs.

Changing Activity Frequency

1. On the location’s Control Schema tab, select the activity to edit.
2. Pick a new frequency from options like Every week, Monthly, or Yearly.
3. Save the change; the new frequency updates scheduling groupings downstream.

Note: No enforcement blocks frequencies below regulatory minimums.

Assigning a Default Engineer to Activities

1. Open the activity on the location’s Control Schema tab.

2. Change the assignee to the desired engineer.

3. Save the change; this applies only to future visits.
   Previously scheduled visits keep their current assignees.

Understanding Recurring Activities and Rotation

Recurring activities automatically queue their next occurrences, maintaining the schedule without manual input.

Next Occurrence Queuing

1. After confirming a recurring activity's visit, the system queues the next occurrence in To plan with the correct date based on the activity’s frequency.
2. If the activity uses rotation, the next occurrence targets the next asset subset automatically rather than repeating the same assets.

Note: Skipping or cancelling visits does not consume the next occurrence; it remains queued.

Viewing Rotation Plans

1. On the location’s Rotation plan tab, view read-only rotation plans per compliance rule.
2. No rotation configuration shows a message indicating it must be set by an administrator on compliance rules.

Note: Rotation is defined only on compliance rules, not in the control scheme.

Scheduling Visits Quickly

You can schedule visits directly from calendar views or recommendations for efficiency.

Scheduling from the Scheduler Calendar

1. In Scheduler, ensure the To plan badge is toggled on to show recommendations.
2. Click a recommendation card on the calendar to open a pre-filled visit creation form.
3. Or drag a visit template or standalone activity from the sidebar onto a calendar cell.
4. Confirm the visit creation.

Note: You cannot drop templates or activities from one client into another client’s location.

Managing Scheduled Visits

Once visits are scheduled, you can change dates, reassign engineers, skip or cancel visits, and flag visits for consultant review.

Rescheduling, Skipping, or Cancelling Visits

1. In Scheduler, open a visit card to access its detail panel.
2. Use Reschedule to change date and time; the engineer is notified.
3. Use Skip to set status as Skipped with a required reason.
4. Use Cancel to set status as Cancelled after confirmation.

Note: Skipping or cancelling recurring visits does not remove the next occurrences from the queue.

Reassigning Visits

1. In Scheduler, open the visit’s detail panel and click Reassign.
2. Select one or more replacement engineers and confirm.
3. The system moves the visit and any pending jobs to the new assignee(s); prior assigned engineers are notified.

Note: Only Scheduled or In Progress visits can be reassigned. Completed or cancelled visits cannot be reassigned. Reassigning requires fewer permissions than rescheduling.

Flagging a Visit for Consultant Review

1. During visit scheduling, enable the Requires review after completion toggle.
2. This routes the completed visit for consultant sign-off after engineer submission.

Note: The flag can be edited later in the visit’s detail panel.