Planner now shows every clock-in, planned or not. When an operative clocks in at a site with no visit for them that day—such as an emergency call-out or a return trip to clear snags—Onetrace adds an unplanned visit for you. Operatives can see unplanned visits in the app, but only admins can edit them.
See where everyone is: Every clock-in shows on Planner, scheduled or not.
Spot problems early: A clock-in at the wrong site shows up the same day, not at payroll.
Totals you can trust: Each timesheet and job sheet counts towards one visit, so hours match across Planner and Timesheets.
Less admin: No more creating visits after the event to keep Planner accurate.
💡 Available for Onetrace Max and Workforce customers.
Find unplanned visits
There's nothing to set up. Onetrace creates an unplanned visit when:
An operative clocks in from My Time, the site picker or the timesheet screen, when no visit has been scheduled for that site and day.
An admin adds a manual timesheet and no visit matches it, or more than one does.
An admin moves or deletes a visit that already has work on it. The work stays on the original day as an unplanned visit.
If an operative clocks out for lunch and back in at the same site, both timesheets go on one unplanned visit. Planner also shows unplanned visits for past timesheets, so you'll see your full history from the start.
How to spot an unplanned visit
Go to Planner.
Look for visits with a striped bar. Planned visits have a solid bar.
Select a visit to see its timesheets and job sheets.
If an operative clocks in offline, their unplanned visit appears once the app syncs.
Card | What it means |
Dark blue, striped | Unplanned visit, today or later |
Light blue, striped | Past unplanned visit |
Grey | Past planned visit |
How hours and job sheets are counted
Each timesheet links to the visit the operative clocked in to. Each job sheet links to the timesheet it was created during. Planner adds up those links, so the numbers match on the card, in the visit and on the timesheets screen.
Two visits on the same day: Each timesheet and job sheet counts towards one visit, not both.
Forgotten clock-outs: Clocking out doesn't move a timesheet. Job sheets created before the operative finally clocks out stay on the visit they first clocked in to.
Night shifts: Job sheets created after midnight stay with that shift's visit.
If a visit's hours look different from before, one of these is usually why.
Manage an unplanned visit
Edit an unplanned visit
Select the unplanned visit's card in Planner.
Update the scheduled time, reference, forms or instructions. The operative, project, site and date are locked because they come from the timesheet.
Select Update Visit.
You can't drag an unplanned visit to another day, operative or project. Changing its scheduled time doesn't change the timesheet.
Remove an unplanned visit
Go to Timesheets.
Find the timesheet for that operative, site and day.
Delete it. When the last timesheet goes, the unplanned visit goes too.
Schedule a visit over an unplanned visit
If you schedule a visit for the same operative, site and day, both show on Planner. The unplanned visit keeps the hours already clocked.
Delete a visit while an operative works offline
When their app syncs, the timesheet goes on a matching visit. If there isn't one, Onetrace creates an unplanned visit.
You can't hide unplanned visits for your whole organisation.
Job sheets only show on a visit if the operative was clocked in when they created them.
What your operatives see
If more than one visit matches when an operative clocks in, the app asks them to pick one on Select a visit. Their hours and job sheets then go on that visit. Clocking in from the visit with Start visit skips the prompt.
Operatives see unplanned visits in the app with the same striped bar, but can't edit them. Make sure your team has the latest Onetrace app.
Share Unplanned visits and choosing a visit on mobile with your team for the steps.