The purpose of this article is to provide a step-by-step process on how to create a smart visit schedule using the Activ8 software.
Step 1: Navigate to ‘Scheduling’ in the left-hand pane and click on ‘Smart Schedule’ from the drop-down menu.
Step 2: Click on ‘’+New Schedule’ to create a new Smart Schedule.
Step 3: Next, click on the ‘Detail’ tab. Here you can select the ‘Store Grading’ which will differ per environment.
Step 4: Select ‘Region’. Once the Store Grading and Region have been selected, the merchandisers that are assigned to the specific region will pop up. Once the applicable merchandiser has been selected, select the supplier and relevant questionnaire for the visit. Remember to click on the small + button to the right when selecting suppliers and questionnaires.
Step 5: The relevant stores will be listed at the bottom of the page and you can then select the stores that you would like to add to this schedule. You can mark them as a compulsory visit, or a suggested visit.
The visit duration will also calculate how many stores you can visit in one day, based on your working hours.
Step 6: In the ‘Schedule’ tab’, you can select your weekly cycle and whether you want this unique visit task to run every week/biweekly or every four weeks (once a month).
Select the day of the week that you want this task to run as well as the frequency.
For example, John needs to visit Store A, every week, on a monthly basis (frequency = 4).
Step 7: Once done, ‘Save Schedule’.
Once you’ve saved it, you can see all the schedules that you’ve created.
Step 8: Click on ‘Run Now’ if you’d like to run it now. The system will create the task for the merchandiser under the ‘Task’ section, as well as on the mobile application so that they can conveniently start the visit.
If it’s a suggested visit, it will show in yellow under ‘Days Remaining’.
On the mobile application, you will be able to see the store visits and at the bottom, the suggested visits which you will need to accept, and only then will they be added to your tasks.
Once at the location, the store visit assignee can click on ‘Start Visit’. The mobile app will automatically check you in via the geo-tagging function. You can also complete the questionnaire on-site and complete the visit once you are done. In addition, an email will be sent with a link to a survey for the primary contact of the store to complete.
If the steps listed in this article do not work for you, please log a ticket for our IT Support team who is always willing to assist.