Visits: book it, get reminded, mark who came
A demo class, a site visit, an appointment, a document pickup. Whatever your trade calls it, a visit is booked from the lead’s page and ends with one of three marks.
- Set the kinds of visit your business books.
- Book a visit from a lead’s page with a time and a place.
- Mark a visit as Came, Did not come or Cancelled.
- Find the visits whose time has passed and nobody marked.
Step by step
The demo here is a coaching class, so the visit kinds are Demo class and Campus visit. Accounts open very soon. The steps below are the screens as they are built today.
- Check the kinds of visitThe owner opens Settings, then Scripts and targets. The card Kinds of visit is a plain list, one per line. Your starter pack has filled it in. Press Save after a change.
- Open the leadOpen the lead from Leads, from a follow-up or from Search. On the lead’s page press Book a visit.
- Fill in three boxesWhat is the kind of visit. When is the date and time. Where is a room, a branch or a site address. Press Book.
- Let the reminder comeA reminder call is made for the caller two hours before the visit. It appears in the caller’s follow-ups like any other, so the caller rings the lead and confirms.
- Open VisitsThe Visits app has three views: Today, Coming up and Earlier. On top are four numbers: Today, Coming up, Waiting to be marked, and Came this month.
- Mark what happenedEach booked visit has three buttons: Came, Did not come and Cancel. Each opens a small panel with a Note box. Press Save.
- Follow up the no-showWhen you mark Did not come, a follow-up is made for the next morning so the caller rings them again. The visit and its mark stay in the lead’s History, under the Visits chip.
Screens shown with the demo company, Disha Career Academy in Surat.
Good habits and common mistakes
- Always fill in Where. The caller reads it out on the reminder call.
- Mark every visit the same day. Came this month is only as true as the marks.
- After a visit that went well, log a call and move the stage.
- Leaving visits unmarked. They pile up under Waiting to be marked, in red.
- Expecting the lead to get a message. The reminder is a follow-up for your caller, who then calls.
- Booking a visit in the old sheet as well. One place is enough.
- Using Cancel when the lead simply did not turn up. Did not come is the one that makes the next follow-up.
Asked about this lesson
Does the lead get a reminder message?
Not from us. The caller gets a follow-up two hours before and calls. If your login has the WhatsApp app, a saved message can be opened in your own WhatsApp from the lead’s page, and you press send there.
Does it connect to a calendar or a map?
No. A visit has a kind, a time, a place written in words, and a mark.
Who can book a visit?
Anyone whose login has the Visits app and who can open that lead. Callers have Visits from the start.
Can I rename Demo class to something else?
Yes. The owner changes the list under Kinds of visit. Each trade’s starter pack begins with its own kinds.