Start a visit from the location jobs tab

Use this guide to schedule a visit for a location and assign the people who will carry out its jobs. The scheduling workflow is available to Managers and above.

Note

Required role: Manager

Before You Get Started

• Only active organisation members who have access to the location can be selected under Assignees.
• If a pre-filled assignee does not have access to the location, that person is removed and Assignees may be empty.

Open the location

1. Open the location to access its settings tabs.
2. Use the Jobs tab to view the location's jobs, or use the Visits tab to view its visits.

Schedule a visit

Create the visit from the scheduler using either a visit template or a single activity.

Schedule from a visit template

1. Open Scheduler.
2. Select Plan visit.
3. Drag a template from the Planning sidebar onto the required day.
4. In New Visit, set the Location, Date, Start time and End time.
5. Select the people under Assignees.
6. Adjust the number of jobs for each activity under Jobs by Activity, if needed.
7. Select Schedule.

Schedule one activity

1. Open Scheduler.
2. Select Plan visit.
3. Expand Free Activities in the Planning sidebar.
4. Drag the required activity onto the day you want to schedule it.
5. In New Visit, set the Location, Date, Start time and End time.
6. Choose the people under Assignees.
7. Switch off Needs review if the completed visit does not need a check.
8. Select Schedule.

Assign users to the visit

1. In New Visit, open Assignees.
2. Select one or more active organisation members who have access to the location.
3. Complete the remaining required visit details and select Schedule.

Schedule remains disabled until a location, date and at least one assignee are set. If you enter a start time, you must also enter an end time. The end time must be after the start time and no later than 23:59 on the visit date.

Grant a user access to the location

If the person you need is not available under Assignees, update their location access before scheduling the visit.

1. Open the location and select the Users tab.
2. Select the person's row, or select Add user to location.
3. In Location Permissions, select Add Location.
4. Save the change.

For an internal user, an empty location list means the user has access to every location. For an external user, an empty list means the user has access to no locations.

Important scheduling limits

• A visit template keeps its activity list for that occurrence. You can reduce an activity to zero jobs, but you cannot remove the activity from the template occurrence.
• A template stores activities, not job counts. Job counts are recalculated for each visit date.
• Start and end times must both be on the visit's date. Work that continues past midnight must be scheduled as a second visit on the following day.
• Only Managers, Administrators and Owners can schedule visits. An Inspector may see Create Visit, but scheduling is refused when they submit the form.

Video walkthrough

1. 1Start a Visit from the Locations Tab