Schedule and manage visits in Planner | Onetrace

A visit is a scheduled task assigned to your operatives, acting as the bridge between your office planning and on-site delivery. Create a draft visits to pre-plan work or schedule a visit to appear instantly on the Onetrace mobile app, allowing your team to start work, access documents, and capture data directly from the field.

💡 Your operatives will need to be on version 12.6 or later of the mobile app to see visit times.

Schedule a visit

How to schedule a visit

Go to Planner.
Find the start date for the visit. It can be in the past, today or in the future.
Select the plus button to open Create visit.
Fill in the visit details:
- Project: Required. Every visit needs a project. If you haven't picked one, the schedule button is disabled—hover over it to see why.
- Operative: Choose one or more operatives. Leave this blank to create a draft visit instead (project view only—see below).
- Dates: Set the date range.
- Time: (Optional) Add a start and end time.
- Reference: (Optional) Add your own reference.
- Forms: (Optional) Choose the forms to fill in. You'll need the Traceability or Max package.
- Instructions: (Optional) Add guidance for the operative on site.
Select Schedule [number] visits. The button shows how many visits you're creating—for example, 5 operatives over 4 days creates 20 visits.

Once a visit has both a project and an operative, it syncs automatically to the Onetrace app on that operative's phone.

Plan work with draft visits

A draft visit is a visit on a project that doesn't have an operative yet. Use draft visits to plan out a project's work before you know who'll do it.

Draft visits only show in project view. They don't appear in operative view or in the Onetrace app, so no operative sees them until you assign one.

How to create draft visits:

Go to Planner and switch to project view.
Find the project's row and the first day of the visit.
Select the plus button to open Create visit. The project is already filled in.
Leave Add operative blank.
Set the dates, and add a time, forms, reference or instructions if you need them.
Select Create [number] draft visits—for example, Create 4 draft visits for four days.

You can't create a draft visit from operative view. If you're in operative view, switch to project view first.

Assign an operative to a draft visit

In project view, select the draft visit.
Select Add operative and choose the operative.
Select Schedule visit.

The visit now shows in operative view and syncs to the operative's Onetrace app.

💡 If you remove the operative from a scheduled visit, it becomes a draft visit. It disappears from operative view and from that operative's app, and stays in project view.

Edit a Visit

Open any visit from the planner grid to change it—the same modal you used to schedule it.

How to edit a visit:

Open Planner and select the visit you want to change.
Update any field: project, site, operative, date, time, forms, reference or instructions.
Select Save.

If a project or operative name is too long to show in full, hover over it (or tap, on mobile) to see the whole value.

Change the project, operative or date:

Select the field and choose a new value.
If you change the project, any forms already attached to the visit are cleared.
Select Save. You can also drag and drop a visit onto a different operative, project or day from the planner grid—both methods update the same visit.

💡 Onetrace keeps a record of who last changed a visit, and when via the “Last changed by …" that will appear underneath the visit title.

Edit a past visit

Past visits can be edited the same way as today's and future visits, with one exception: if work is already attached to the visit—an operative has clocked in, or there's a timesheet or job sheet against it—changing the operative, project or date asks you to confirm first, so you don't lose that history by accident.

How to edit a past visit

Open the visit from the planner grid, or drag it to a new day—including into the future.
Update any field, the same as you would for a future visit.
If the visit has work attached, you'll see a confirmation before your change is saved. Select Continue to go ahead.
1. Tick "don't show again" to skip this confirmation next time. This applies to your account only, and only to past visits without active work.
2. If someone is clocked in on the visit today, you'll see a different confirmation without the option to skip it, since the change may affect their live session–especially if they are currently working offline.
Delete a past visit and any job or timesheet linked to it is unlinked, not deleted—your records stay intact.