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.
š” 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:
Choose your planner view. Click the view name in the top left corner to access other views within your organisation.
Select a start date. You can only schedule visits for current or future datesāpast dates are restricted.
Hover over your chosen date and click the plus button to open the schedule modal.
Assign operatives (project view): search for and select multiple operatives to assign them to a single visit.
Assign projects (operative view): assign a single project to an operative's day. You can add multiple separate visits if needed.
Set the dates: Define the specific date range to ensure the visit spans the correct duration on the calendar.
Set the time (optional): select a start and end time. Multiple visits on the same day automatically display in chronological order in the planner view and the mobile app.
Attach forms (if you are on Onetrace Max or an all-in-one package): Select the forms operatives must complete. You can attach multiple forms to a single visit.
Enter a reference: Add a flat number or unique ID used by your organisation for easy identification.
Add instructions: Provide site instructions to guide operatives when they arrive.
Click schedule visit to finalise the booking.
Check the app. Scheduled visits sync automatically with the Onetrace mobile app on the assigned operative's phone.
š” 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.
ā ļø 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.
Updating and rescheduling a Visit
How to update a visit information:
Select your view by clicking the view name in the top-left corner to find more options.
Click on the visit to open the details modal.
Edit the information as required:
Operative/Project/Date: drag and drop the visit to another operative, project, or day to reschedule. You can only move visits to future dates to keep scheduling accurate.
Time: update the start and end time.
Forms: add or remove forms.
Reference: edit the reference for the visit.
Instructions: amend instructions as needed.
Click update visit to save changes and sync them to operatives' phones.
Check that the operative has a Wi-Fi or data signal and clicks the cloud icon in the top right-hand corner of the mobile homepage if they cannot see updates.
Click delete within the modal and then click confirm to remove a visit entirely.
ā ļø You won't be able to change the operative, project or date within the visit modal. Drag and drop the visit to another operative, project, or day to reschedule. You can only move visits to future dates to keep scheduling accurate.