Scheduling a site visit

For many jobs you want to take a look first before you name a price. A site visit is an appointment in the planning that's tied to a request. Everything you record during the visit — photos and notes — ends up on that request, so you have it at hand when you create the quote.

Step 1: Schedule the visit

1. Open the request via Requests.
2. Click Schedule site visit.
3. Title / subject and Location are already filled in with the subject and the address from the request. Change them if needed.
4. Under When, choose the date and time.
5. Under Who is visiting?, choose the staff member(s) who are going (only if Staff is enabled). By default, you're included yourself.
6. Optionally add something practical under Note, such as where the key is or where you can park.
7. Want the customer to get a confirmation? Switch on Send the customer a confirmation by email.
8. Click Schedule.

The request moves to the status Site visit, and under Progress on the request you see the visit with its date and staff member.

Step 2: The visit in the planning

The site visit shows up as a purple appointment in the planning and in the calendar of the staff members who are going. Click it and you see the button Photos & notes for the request. It takes you to the request in one tap, on your phone too.

Step 3: Record photos and notes on site

On the request:

• Photos — on the request, click Add photos. During the visit (or just before it) they automatically get the label Site visit, so on the request you can tell them apart from the photos the customer sent.
• Notes — choose Site visit as the type of note. Measurements, wishes and particulars belong here. If recordings and Planny are enabled, you can also dictate the note with the microphone button; the text then goes into the note field.

What happens with it next

On the request, click Create quote to put the quote together; the quote is then tied to the request. If the customer accepts that quote, the photos from the request and your site visit notes appear as the first, internal update Situation at the start in the project updates of the new project. See Keeping your customer up to date with project updates. If you choose Quote with Planny instead, Planny also reads your site visit notes, so the measurements and quantities in the draft are right.

Frequently asked questions

• Can I also create a site visit from the planning? No, you always schedule a site visit from the request, so it's tied to it. For an ordinary appointment, see Scheduling appointments in the calendar.
• I don't see the option to email the customer. It only appears once the request is linked to a customer. Click Create client first.
• Does my customer see the site visit photos? No. In the project, too, they're in an internal update; you decide whether to make it visible.
• Can I schedule more than one site visit? Yes, they're all listed under Progress on the request.