Users can Create, View and Manage Site Visits in the Ready Recruit product!
Follow the steps below to Create, View and Manage Site Visits within a Placement Record!
Quick Navigation:
Creating Site Visits
Navigate to the Placement Record
In the taskbar click
Select Site Visit from the drop-down
The New Site Visits from a Schedule modal will appear with the following fields
Visit Schedule - Select a created Visit Schedule from the drop-down ( these are created using this Admin Setting)
Create a Custom Site Visit- Click here to create a custom site visit
Visit Schedule
Clicking the drop-down box will give you the option to choose a created site visit schedule
Selecting the schedule will cause these fields to display
Ticking the box next to Create Site Visits that are due after a Specific Date will allow you to enter a date for Site visits to populate after that date. This is handy if a new type of Visit is added, yet only needs to be present after a certain date eg. six months into the Placement
The Green box will show you how many Visits are being created
Once the relevant information has been entered, click
Creating a Custom Site Visit
Clicking the Create Custom Site Visit button will bring up the New Custom Site Visit modal with the following fields
- Title- Schedules title
- Notes-
- Field Officer- Which offer will be used if the placement has no officer assigned.
- Visit Type- Type of Site visit this is (Created earlier in this guide)
- Due - Date the visit is due
- Scheduled Date/Time - Date and Time the visit is scheduled for
- File- Any Files you wish to be attached to this visit
- Forms- Any forms you wish to be attached to the visit
Once the relevant information is added, click
The Visit is now created!
Viewing Site Visits
To view Site Visits select Visits from the information storage panel
All Sites Visits assigned to this Placement will show here!
Managing Site Visits
From the Visits Tab, you have multiple options
Adjust Schedule
To adjust the schedule of Site Visits, select the visits you wish to adjust using the check box next to the relevant visits
Once they are selected, click
The Adjust Schedule Modal will appear with the following fields
Number of Days - Enter the amount of days you wish to subtract or add to the schedule
Dry Run - Clicking Dry-run will allow you to view the new dates of the site visits
If you're happy with the changes to the Visits select
The Site Visits dates are now adjusted!
Bulk Actions
Select the visits you wish to apply the bulk action using the check box next to the relevant visits
Once they are selected, click
Select Bulk Delete from the drop-down
The Bulk Delete Site Visits modal will appear, click Delete to delete the selected Site Visits
The Selected Site Visits are now deleted!
Complete
To Complete a Site Visit, click the Actions button next to the relevant Site Visit
Select Complete from the drop-down
The Complete Visit modal will appear with the following fields
Notes - Leave any notes about this visit
Completed by - Will prefill to current user
Completion date - Select the date this visit was completed
File - Attach any files to this visit
Work Rating - Submit a work rating
Create a new visit - If you wish to create a new visit, select the date in this box
Once the relevant information has been entered, click
The Site Visit is now complete!
Edit Visit
To Edit a Site Visit, click the Actions button next to the relevant Site Visit
Select Edit Visit from the drop-down
The Edit Visit modal will appear, update the relevant information and click Update Visit
The Site Visit will be updated with the relevant information saved!
Attachments
To view any Attachments attached to a Site Visit, click the Actions button next to the relevant Site Visit
Select Attachments from the drop-down
The Attachments Modal will show, simply click the file name to view the Attachment!
Forms
To view any Forms attached to a Site Visit, click the Actions button next to the relevant Site Visit
Select Forms from the drop-down
To complete a form (a green circle with '0' will be displayed if it has not yet been completed) click on the Actions button next to the relevant form
Select Complete from the drop-down box
You will be redirected to the relevant form, enter the relevant information on the form and click
The Form is now Completed!
Once a form has been completed, a green circle will be displayed with a number (for the number of times it has been completed).
When the user clicks this green circle they will be able to view the submission made against this form.
To view the relevant Submission click on the Actions button and select View from the drop-down box
The Submission will now open in a separate tab to be viewed!
Delete
To Edit a Site Visit, click the Actions button next to the relevant Site Visit
Select Delete from the drop-down
This will create a prompt, click OK to delete the Site Visit
The Site Visit is now deleted!