Full Visit Flow Summary

User reaches client location
Clicks Check In
System captures GPS and time
User meets client
Clicks Check Out
Adds summary and proof
Duration auto-calculates

Why the Visit Module Is Important

2.1 For Owners

• Know where the sales team went
• Verify location
• Track time spent
• Evaluate productivity

2.2 For Managers

• Monitor visit frequency
• Track region-wise activity
• Improve field discipline

2.3 For Business

• Reduces fake reporting
• Builds visit history per lead or deal
• Improves team accountability

Check In

1.1 Purpose

Used when a field executive reaches the client location and starts the visit.

1.2 Switch to Manual Entry (Toggle)

Default: OFF
When OFF (GPS mode):

• Location auto-captured using GPS
• Date and time auto-captured from system
• Used for real-time tracking

When ON (Manual mode):
User manually enters:

• Date
• Time
• Location
• Reason

Used when:

• Network unavailable
• GPS error
• Backdated entry is required

1.3 Visit For (Mandatory)

User must select what the visit is related to:

• Lead
• Deal
• Person
• Organization
• Task
• Cold

This decides where the visit record appears.

1.4 Select Lead / Deal / etc. (Mandatory)

Dropdown depends on Visit For selection.
Example:
If Visit For = Lead → Then you will see all lead’s records.

1.5 Location (Mandatory)

GPS mode:

• Auto-fetched from device location

Manual mode:

• User enters location manually

System stores:

• Latitude
• Longitude
• Full address

1.6 Attendees (Optional)

Internal team members present during the visit.
Used for:

• Multi-person visit tracking
• Team accountability

1.7 Add Proof of Check-In

Max: 6 photos
Purpose:

• Client office photo
• Photo with client
• Business card proof
• Site image

Ensures:

• Visit authenticity
• Field transparency

11.8 Check In Button

On click, the system stores:

• Visit For and linked record
• GPS location 
• Check-in time
• Proof images

Visit status becomes: In Progress

Follow Up a Visit (Future Visit Scheduling)

2.1 Subject (Mandatory)

Title of the visit.
Examples:

• Demo Visit
• Payment Collection
• Installation Visit

2.2 Parent and Linked To (Mandatory)

Select Lead / Deal / etc.
Then select the specific record.

2.3 Date and Time (Mandatory)

Future visit date and time.

2.4 Remind Me Before

Options can include:

• Minutes
• Hours
• Days

Used for:

• Reminder notifications

2.5 Description

Detailed planning notes.
Example:
“Need to demonstrate inventory module.”

12.6 Attendees

Team members assigned to the visit.

2.7 Address Section

User defines visit location. Fields can include:

• Address 1
• Address 2
• Country
• State
• City
• Pincode

Ensures:

• Proper planning
• Travel clarity

Check Out

3.1 Purpose

Used when the user completes the visit.
Top section typically shows (read-only):

• Visit For
• Linked record
• Check-in time
• Check-in location

3.2 Switch to Manual Entry

Used if:

• User forgot to check out on time
• Time or location needs adjustment

3.3 Subject (Mandatory)

Summary title of the completed visit.

3.4 Summary

What happened during the visit?
Examples:

• Client interested
• Demo completed
• Payment expected next week

3.5 Location (Mandatory)

Default:

• Auto-captured via GPS

Manual mode:

• User enters location manually

3.6 Add Proof of Check-Out (Mandatory)

Max: 6 photos
Ensures:

• Visit closure authenticity
• Reduced fake field entries

3.7 Follow Up Dropdown

User can instantly create a follow-up:

• Call
• Meeting
• Visit

Linked to the same record.

3.8 Check Out Button

On click, the system:

• Captures check-out time
• Calculates duration
• Marks visit as Completed
• Moves entry to Log Visits bucket

Row Action Menu

1.1 View
Opens visit details in view mode.

6.2 Delete
Removes the visit record (based on permission).

Note:
Visits often do not allow edit after completion for reporting and audit purposes.

Filter Panel (Right Sidebar)

Navigation Path:
Sales Module → Activity → Visit → Click on Filter Icon

2.1 How Filtering Works

When clicking the filter icon, the user first selects a Search Field, then the system shows the relevant input (dropdown, time filter, etc.).

2.2 Common Search Fields (Examples)

Options can include:

• Address 1
• Address 2
• Landmark
• City
• In time
• Out time
• Other fields depending on configuration

2.3 Why This Is Useful

Especially useful for:

• Filtering visits by location
• Reviewing city-wise or region-wise visits
• Monitoring field activity across territories

Customize Columns Panel

3.1 What Users Can Do

Users can:

• Show or hide columns
• Reorder columns
• Personalize the table layout

Locked column:

• Subject (cannot hide)    

3.2 Common Customization Examples

Field manager:

• Keeps In/Out Address visible for verification

Admin:

• Keeps Created By visible for audit tracking

Each row represents one field visit.

1.1 Subject

Title of the visit.
Examples:

• Demo
• Support Meeting
• Final Meeting

Helps identify visit purposes quickly.

1.2 Parent

Indicates which module the visit belongs to:

• Lead
• Deal
• Cold

This determines where the visit appears in the CRM.

1.3 Linked To

Name of the person or deal connected to the visit.
Examples:

• Himanshu Kaushik
• Pavan Dixit

1.4 In Date Time

Time when the user checked in at the location.
Captured when the user presses Check-in.

1.5 Out Date Time

Time when the user checked out.
Captured when the user presses Check Out.

1.6 Duration

Auto-calculated:
Out time − In time

Used to measure:

• Time spent at client location
• Field productivity

1.7 Summary

Short description of what happened during the visit.
Example:
“Explained pricing and product features.”

Important for:

• Manager review and context

1.8 In Address

GPS or manually entered location at check-in.
Used to verify:

• Whether the visit actually happened at the client location

1.9 Out Address

GPS location at check-out.
Used for:

• Location validation

1.10 In Reason

Reason selected when checking in through manual entry (if real-time check-in was not possible).
Examples:

• Not sure of location
• Client was together
• Cold visit

1.11 Out Reason

Reason or remark added while checking out.
Examples:

• Was in a hurry and forgot
• Client unavailable
• Rescheduled

1.12 Attendees
internal team members present during the visit

1.13 Created By
User who logged the visit.

1.14 Updated By
User who last edited the visit record.

1.1 Search Subject
Search visits by subject name.

Shortcut Key: Ctrl + K
Examples:

• Demo Done
• Final Meeting
• Support Visit

4.2 Filter Icon

Navigation Path:
Sales Module → Activity → Visit  → Click on Filter Icon

Open the advanced filter panel (right sidebar).
Used to narrow down visit records based on location, timing, and other fields.

4.3 Follow Up Button

Navigation Path:
Sales Module → Activity → Meeting → Click on Follow Up

Used to:

• Schedule a future visit.

4.4 Visit Button

Navigation Path:
Sales Module → Activity → Meeting → Click on Visit

Used to:

• Log a new visit entry (past or real-time visit).

1.1 What This Dropdown Does
The dropdown near Log Visits (5) lets users quickly switch between visit buckets without applying filters.

1.2 Available Categories

Log Visits (5)
Shows visits that are completed and logged. These typically include:

• Check-in time
• Check-out time
• Duration
• Location

Follow Up Visits (3)
Shows scheduled future visits.

Used for:

• Planning field travel
• Tracking upcoming appointments

Cancel Visits (0)
Shows visits that were scheduled but later cancelled.

Important for:

• Monitoring dropped appointments
• Evaluating field planning gaps

All Visits (8)
Shows everything combined:

• Logged
• Follow-up
• Cancelled

Navigation Path:
Sales Module → Activity → Visit

Purpose of This Screen

This screen is used to track physical field visits made by sales team members.
Unlike Calls and Meetings, a Visit includes:

• In time
• Out time
• Location tracking
• Visit reasons

This module is mainly designed for on-field team monitoring.

The Visit Module in WORTAL CRM is designed to log, manage, and track physical field visits conducted by the sales team with Leads, Deals, or other entities such as Persons and Organizations. It allows users to record check-in and check-out details, capture location information, add attendees, and upload proof of visits (such as images), ensuring accurate documentation of on-field activities.

The module also provides flexibility through manual entry options and supports categorizing visits (e.g., Inquiry, Deal, Cold Visit), enabling better organization and reporting. By maintaining a complete history of field interactions, it ensures transparency, accountability, and improved coordination between field and office teams. This feature is particularly valuable for businesses with active on-ground sales operations, helping them monitor performance and streamline field engagement effectively.