A visit is a scheduled task assigned to your operatives, acting as the bridge between your office planning and on-site delivery. Once a visit is scheduled, it appears instantly on the Onetrace mobile app, allowing your team to start work, access documents, and capture data directly from the field.
Schedule a Visit
How to schedule a visit:
Begin by choosing the specific Planner view you wish to use; you can access additional views within your organisation by clicking the view name in the top left corner.
Identify and select the start date for the visit, keeping in mind that you can only schedule visits for the current or future date as past dates are restricted.
Hover your cursor over the chosen date and click the plus button that appears to open the schedule modal.
Assign: If you are using the Project View, you can search for and select multiple operatives to assign them to a single visit.
Assign: If you are using the Operative View, you can assign a single project to an operative’s day, though you may add multiple separate visits if required.
Dates: Define the specific date range for the visit to ensure it spans the correct duration on the calendar.
Reference: Enter a visit reference such as a flat number or a unique ID that your organisation uses for easy identification.
Forms: Select the relevant forms the operatives must complete, noting that you can attach multiple forms to a single visit.
Instructions: Provide any necessary site instructions to guide the operatives when they arrive at the location.
Confirm the details and click Schedule visit to finalise the booking in the system.
These scheduled visits will automatically sync with the Onetrace mobile app on the assigned operative’s phone.
💡 If your organisation uses Timesheets to track time on jobs, we recommend adding a note to your visit instructions reminding operatives to clock in and clock out.
Updating and rescheduling a Visit
How to update a visit information:
To reschedule a visit, simply drag and drop it to another operative, project, or day. You can only move visits to future dates to keep your scheduling accurate.
If you need to change specific details, select the correct view, you can find more options by clicking the view name in the top-left corner.
Click on the visit to open the details modal.
Edit the information as required.
Click Update visit to save your changes and sync them immediately to the operatives’ phones.
To remove a visit entirely, click Delete within the modal and then click Confirm.