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.

⚠️ Draft visits are in Beta release at the moment, whilst the product team gathers feedback. If you would like to learn more please contact our support team.

Schedule a Visit

How to schedule a visit:

Start by choosing the Planner view you want to use. To access other views within your organisation, click the view name in the top left corner.

Choose the visit's start date. You can schedule visits for the past, today, or future dates.
Hover over the date and click the plus button to open the visit modal. Some fields are optional, and you can edit all fields after you schedule the visit.
1. Assign: assign a project or an operative to a visit. Leave one blank to keep the visit in draft, so it won't appear on an operative's device. See "Draft visits" below for more details.
  - In project view, you can search for and select multiple operatives to assign to a single visit.
  - In operative view, you can assign a single project to an operative's day. Add multiple separate visits if you need more than one.
2. Dates: set the date range so the visit spans the correct duration on the calendar.
3. Time (optional): set a start and end time for each visit.
4. Reference (optional): enter a reference, such as a flat number or your organisation's own ID, to make the visit easy to identify.
5. Forms (optional, available only with the traceability or max package): select the forms operatives need to complete. You can attach multiple forms to a single visit.
6. Instructions (optional): add any site instructions operatives need when they arrive.
Check the details, then click "Schedule visit" to finalise the booking.
Once a visit has both an operative and a project assigned, it syncs automatically with the Onetrace mobile app on that operative's phone.

💡 Planner highlights conflicting visits automatically so you can spot scheduling clashes immediately. Adding times remains optional, and you can still save a visit if a conflict exists.

⚠️ Onetrace won't automatically clock your operatives in or out, even if there's a time against the visit. Your operatives will still need to clock in manually when they arrive on site, and they won't be clocked out if the visit runs over.

All time spent in the visit will be recorded directly on their timesheets.

Draft visits

You don't need to know who's doing a job, or which project it belongs to, before you schedule it. Clear either field and Onetrace treats the visit as a draft—nothing is shown to the operative, and nobody's notified, until you fill it in.

How to create or edit a draft visit:

Open the visit as normal, in the scheduling or edit modal.
Select the – icon next to project/site or operative to clear that field.
Select Save. You need at least one of project/site or operative filled in—if both are empty, Save stays disabled and a tooltip explains why.

Unassigned visits collect in the draft visit row above the main planner grid.

It's collapsible, and shows a count of that day's unassigned visits when collapsed.
Expand it and it stays pinned to the top of the planner as you scroll.
Assign the visit whenever you're ready—drag it into the right operative or project cell, or open it and fill in the missing field.

If you assign a visit to a project or operative that isn't currently shown in your planner view, Onetrace lets you know it won't appear there yet.

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.