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Adding Site Visits 📅

Introduction​

Creating a site visit is often your first step in planning on-site activities. Whether you're scheduling a maintenance check, planning a survey, or arranging an installation, the process of adding a site visit ensures proper resource allocation and clear communication. This guide will walk you through the process of creating effective site visit records.

Understanding Visit Creation​

When to Create a Visit 🤔​

Site visits can be created for various purposes, and understanding when to create them helps maintain efficient operations. You might create a visit when:

  • Regular maintenance is due
  • A client reports an issue
  • A new installation is planned
  • A site survey is needed
  • A system upgrade is required
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Some visits may be created without specific dates, particularly when they represent requirements that need to be scheduled by the operations team rather than immediate appointments.

Creating a New Visit​

Accessing the Form 📝​

To begin creating a new site visit, navigate to the Add Site Visit form. You can access this through:

  • The main Site Visits section
  • Individual site pages
  • The global '+' button

Essential Information​

Visit Type Selection The visit type determines the nature of the visit and its requirements. Available types include:

  • Site Survey: Initial site assessment and planning
  • Maintenance Visit: Regular system checks and upkeep
  • Installation Visit: New system deployment
  • Goodwill Visit: Relationship management
  • Paid Service Visit: Chargeable work or modifications

Each type has specific implications for scheduling, resource allocation, and documentation requirements.

Company and Site Selection When selecting the company and site:

  • Start by choosing the correct company from the dropdown
  • Select the specific site requiring the visit
  • Verify the site details are correct
  • Check any special site requirements
  • Note any access restrictions

Engineer Assignment Assigning the right engineer is crucial for visit success:

  • Consider engineer skills and certifications
  • Check engineer availability
  • Account for travel requirements
  • Note any special site knowledge needed
  • Verify security clearance if required

Visit Scheduling​

Date Selection ⏰​

While not always required at creation, date selection involves considering:

Timing Factors

  • Client business hours and access restrictions
  • Engineer availability and workload
  • Travel time and logistics
  • Equipment availability
  • Weather conditions (for external work)

Schedule Coordination When selecting a date:

  • Check for other visits in the area
  • Consider traffic and travel times
  • Allow for adequate visit duration
  • Include setup and pack-up time
  • Plan for potential overruns

Unscheduled Visits​

Sometimes visits are created without specific dates to:

  • Document visit requirements
  • Queue work for scheduling
  • Track maintenance needs
  • Plan resource allocation
  • Manage workload

Visit Requirements​

Access Planning 🔑​

Document any access requirements:

  • Site contact details
  • Security procedures
  • Parking arrangements
  • Building access codes
  • Special equipment needs

Equipment Needs 🔧​

Consider and document required equipment:

  • Testing equipment
  • Spare parts
  • Safety equipment
  • Special tools
  • Access equipment

Documentation Requirements​

Pre-Visit Information 📋​

Ensure all necessary information is documented:

  • Site history and previous issues
  • System configuration details
  • Known problems or concerns
  • Client requests or requirements
  • Special instructions

Visit Preparation​

Help engineers prepare by including:

  • Site maps or floor plans
  • Access instructions
  • Contact information
  • Safety requirements
  • Equipment lists

Best Practices​

Creating Effective Visits 💡​

Follow these guidelines for optimal visit creation:

Clear Communication Include all information engineers need:

  • Precise site location details
  • Specific work requirements
  • Known issues or challenges
  • Client expectations
  • Safety considerations

Resource Planning Consider resource requirements:

  • Expected visit duration
  • Required skill sets
  • Equipment needs
  • Travel requirements
  • Support needs

Quality Checks​

Before Submission Verify all essential information:

  • All required fields are complete
  • Contact details are correct
  • Access information is clear
  • Equipment needs are listed
  • Special requirements are noted

After Creation Follow up to ensure:

  • Relevant parties are notified
  • Resources are allocated
  • Equipment is reserved
  • Access is arranged
  • Documentation is prepared

Visit Management Tools​

Scheduling Features 📊​

Use available tools to:

  • View engineer availability
  • Check resource allocation
  • Plan efficient routes
  • Manage visit duration
  • Track visit status

Communication Tools 📱​

Utilise system features for:

  • Notifying relevant parties
  • Confirming arrangements
  • Sharing documentation
  • Updating status
  • Recording changes

Return to Site Visits Overview → Learn About Visit Forms →

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