Visit plans and standalone activities

This article explains how to decide between scheduling a grouped visit plan using visit templates and scheduling a single standalone activity in BriqSafe. It is intended for managers involved in planning activities.

Note

Required role: Manager

Understanding Visit Templates and Standalone Activities

Visit templates are reusable groupings of activities designed to be scheduled together in one visit. Standalone activities are individual tasks scheduled separately when work needs to be planned on its own.

Managing and Reviewing Visit Templates

Before scheduling grouped visits, you may need to review or adjust how activities are grouped into templates and set defaults for locations.

1. Go to Organisation Settings > Visit Templates.
2. Use the three-way scope toggle to choose between Organisation, Clients, and Locations:

• Organisation shows organisation-wide templates and an Available Activities panel for dragging activities.
• Clients lists templates for a selected client only.
• Locations lists all templates assigned to a location, showing the Default Assignee and configuration status.

3. Only users with manager-level permission or above can read or manage visit templates; lower roles cannot access this tab.

Scheduling a Grouped Visit Using a Visit Template

Use this method when multiple activities share the same schedule and should be performed together.

1. Open Scheduler and press Plan visit to open the Planning sidebar.
2. Drag a visit template from the sidebar onto your chosen day.
3. In the New Visit form, set:

• The Location
• The Date, Start time, and End time
• The Assignees

4. Adjust the per-activity job counts under Jobs by Activity. You can only reduce activity counts to zero for this occurrence; activities cannot be removed entirely. Some activities backed by a sampling rotation have minimum limits.
5. Optionally, add off-schedule work by clicking Add job.
6. Press Schedule to confirm.

Note that any pre-filled assignees without access to the chosen location are removed, which may leave the assignee list empty and disable Schedule until a valid assignee is set.

Scheduling a Single Standalone Activity

This approach suits when a specific piece of work must be scheduled alone, outside of any template grouping.

1. Open Scheduler and press Plan visit to open the Planning sidebar.
2. Drag an activity from the Free Activities panel onto the desired day, or click a To plan recommendation card to open the pre-filled form.
3. In the New Visit form, specify:

• The Location
• The Date, Start time, and End time
• Toggle Needs review if the visit requires checking after completion
• The Assignees

4. Press Schedule to create the visit.

The Schedule button remains disabled until a location, a date, at least one assignee, and either both start and end times or none (all-day) are set. Start and end times must fall on the visit date with the end after the start and no later than 23:59. Work that runs past midnight must be scheduled as a new visit on the following day. If a start time is too late for an end time before midnight, the form clears both times and offers an all-day visit instead.

Only active organisation members with location access can be selected as assignees. Users with engineer-tier accounts see only themselves; no competency filtering applies.

Scheduling Visits From Planner Recommendations

The planner suggests activities or templates to schedule on recommended dates, helping with timely planning.

1. In Scheduler, enable To plan to show recommendation cards on proposed dates.
2. Click a recommendation card to open a New Visit form pre-filled with date, location, activity types, suggested times, and assignees.
3. Adjust the details as needed, then press Schedule.

Scheduling from a recommendation card removes it. If multiple cards match the same location, date, and activity, they collapse into one. The planner only proposes activities without a current visit scheduled for that frequency window; visits already scheduled exclude the associated recommendation.

Note: You cannot drag a template or activity from one client’s templates onto another client’s location; the planner will warn you instead.

Creating Recurring Visits from Templates

For repeated visits using a template, create a series of visits in one action.

1. After dragging a template to New Visit, enable Create recurring visits (not available from recommendation cards).
2. Set the recurrence parameters:

• Frequency: Daily, Weekly, Monthly, or Yearly
• Repeat every: Number of frequency units (1 to 12)
• Number of occurrences: How many visits to schedule (2 to 100)

3. Review the projected dates and job totals displayed.
4. Press Schedule to create the series.

When recurrence is enabled, individual activity job counts cannot be adjusted, and adding off-schedule jobs is disabled. Visits that would fall in the past are dropped from the series. The recurrence frequency is independent of each activity’s control-scheme frequency.

Summary Table: When to Use Visit Templates vs. Standalone Activities

Scenario	Use Visit Template	Use Standalone Activity
Multiple related activities to schedule together	Yes	No
Single specific activity requiring separate scheduling	No	Yes
Repeating visits following the same grouped activities	Yes (with recurrence)	No
One-off tasks outside a grouping	No	Yes