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How To Set Up Store Visit Or Task Schedules

The purpose of this article is to explain how you can set up different schedule types in Activ8 software. We also unpack how you can archive and edit schedules.

Applicable Products: Activ8

Sometimes you may want to set up a recurring schedule for store visits – whether it is for stock taking, evaluating store performance, inspections and so on. Alternatively, you only need to set up a once-off schedule.

Activ8 makes it easy to set up either that in turn translate into tasks being created for specific users to have them complete store visits.

Setting Up A Store Visit Schedule (Store Visit Cycle)

After opening Activ8, find the ‘Scheduling’ tab in the left-hand panel. From there, select ‘Schedules’ from the drop-down list.

In the ‘My Schedules’ window, click on the blue ‘+New Schedule’ button to begin creating your new schedule.

You’ll have two tabs that you need to fill out before saving your schedule:

  1. Event Details; and
  2. Schedule Details.

Event Details

First, choose the type of event from the drop-down list – ‘Create Visit Task’.

Choosing ‘Create Visit Task’ opens the below window where you need to fill in all the necessary details.

That includes adding in a name for your task as well as an owner. Only after you select a retailer, you can select a region. Only once you’ve selected your retailer and region can you select your store.

Before selecting a designated merchandiser, you must select your region. If you want to include a stock take task in your schedule, ensure that you have ticked the box, ‘Do Stock Take?’

If you want to do add a questionnaire, navigate to the ‘Suppliers’. Once there, select the supplier and questionnaire from the drop-down lists.

Schedule Details

Once you have added all your event details, you need to add in the details of your schedule.

First, give your task a name. In the ‘Type’ field, select between ‘Recurring’ and ‘Once-Off’ from the drop-down list.

If you choose ‘Once-Off’, you’ll see the following window. Choose the date of the task and a time.

You can also create a task prior to the scheduled date. Selecting this option allows you to choose how far in advance you want to create a task.

Once you have added all the necessary details, click on ‘Save Schedule’. 

Setting Up A Task Schedule (Repeat Tasks)

After opening Activ8, find the ‘Scheduling’ tab in the left-hand panel. From there, select ‘Schedules’ from the drop-down list.

In the ‘My Schedules’ window, click on the blue ‘+New Schedule’ button to begin creating your new schedule.

You’ll have two tabs that you need to fill out before saving your schedule:

  1. Event Details; and
  2. Schedule Details.

Event Details

First, select ‘Create Task’ from the drop-down menu, as seen in the image below. 

As you would with a store visit schedule, fill in all the necessary information.

This includes adding a ‘Task Owner’, ‘Task Name’, ‘Description’, ‘Assigned User’, ‘Observers’, ‘Company’ and ‘Estimated Hours’. 

You can also choose to include a checklist in which you can assign different checklist items or ‘Activities’ to different users. You will find this under the ‘Checklist’ tab. Please see image below. 

Schedule Details

Once you have added all your event details, you need to add in the details of your schedule.

First, give your task a name. In the ‘Type’ field, select between ‘Recurring’ and ‘Once-Off’ from the drop-down list.

If you choose ‘Recurring’, you must also include how often it will occur. You can choose to have the task occur ‘Daily’, ‘Weekly’, ‘Monthly’ or ‘End of Month’.

Selecting either of the options will also allow you to choose on which day of the week or which day of the month the task reoccurs.

Next, you can specify the start date and, if applicable, choose an end date for the schedule.

If you choose a task to recur weekly, monthly or end of month, the starting date will be either ‘Starting Week’, or ‘Starting Month’.

You can choose to run the schedule on the next working day by ticking the box next to ‘Run on next available work day’. However, if the task is set to run on a day and must happen on that day regardless of a public holiday or a person being on leave then you would leave that option unticked. Please see the image below. 

Please note by ticking this box you can avoid scheduled tasks going overdue on public holidays. 

You can also choose the time of day of the specified date when you want the task to be created. Lastly, you might want to have the task be created a day or so before the deadline date.

You can choose to have the task generate hours, days, weeks or months prior to the scheduled date.

Once you have added all the necessary details, click on ‘Save Schedule’. 

A recurring task will now be created for the chosen assignee or merchandiser on the specific date you have chosen, and there is no need to create the same task multiple times. 

Editing A Schedule

If you want to edit an already created store visit or task schedule, go to the ‘Scheduling’ tab in the left-hand panel and select ‘Schedules’ from the drop-down list.

Next, select the specific schedule that you’d like to edit. The same window will open as the one you used to create the schedule.

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Once you have made all the necessary edits, click on ‘Save Schedule’.

Archiving A Schedule

If you want to archive a store visit or task schedule, go to the ‘Scheduling’ tab in the left-hand panel and select ‘Schedules’ from the drop-down list.

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Next, in the ‘My Schedules’ window, locate the schedule you want to archive and click on the red trash bin icon next to it.

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To archive the schedule, click this icon. You will see a green pop-up bubble at the bottom right hand which confirms that the schedule has been archived.

Task Questionnaires vs Visit Questionnaires 

Task Questionnaire 

These are Questionnaires that can be added to normal tasks and assigned to one of the members of the task. This is just to provide certain feedback on the task itself. The above applies to both web and mobile applications. 

To create a Task Questionnaire, navigate to the Questionnaire Tab. 

Once this is done: 

Step 1: Select ‘New Questionnaire’ 

Step 2: Enter applicable Questionnaire Name 

Step 3: Enter Questionnaire Description 

Step 4: Select ‘New Section’ – Please note, this step needs to be completed in order for the Questionnaire to be saved. 

Step 5: Enter the Question Name.

Step 6: You will notice two tick boxes, namely ‘Required’ and ‘Grid’: 

  • You will select Required if an answer to the question is needed, and 
  • Grid if you would like the answer to be in Grid format (If grid is selected, you would need to enter your preferred rows and columns) 

Step 7: Select an appropriate Question Type.

Step 8: Repeat Type ( By product, By Question, Number of times).

Step 9: Visibility

  • This is based on the same principle as Repeat Type. i.e. The question will only be shown based on the previous question’s answer.

Step 10: Click on ‘Save Question’.

Please note if you wish to delete a Questionnaire: Navigate to the desired Questionnaire and click ‘Archive Questionnaire’ as demonstrated in the gif below. 

Visit Questionnaires

Visit Questionnaires can be set up for store visit tasks for merchandisers. These are assigned per supplier when creating a store visit, and the merchandiser assigned to the visit will need to complete each one accordingly. The above applies to mobile applications. 

If you want to add a Visit Questionnaire: 

Step 1: Navigate to the ‘Suppliers’ tab. 

Step 2: Select the supplier and questionnaire from the drop-down lists as seen below. 

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Updated on December 15, 2020

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