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Call cycles, task types, visit templates, and visit types are the building blocks reps use to plan and complete visits. Use this page to set them up once, so reps can schedule visits and work through the right tasks in every store. If these terms are new to you, see Key Concepts.

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User Permissions Needed

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Before You Begin

Set things up in this order, because each item uses the one before it:
  1. Call cycles, so reps can create visits and their visits sync to the app.
  2. Surveys, if tasks will open a survey. See Build Surveys.
  3. Task types, which can each point to a default survey.
  4. Visit templates, which group task types.
Visit types, visits from other objects, and account objectives are optional.

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Call Cycles

A call cycle is a planning period for one rep, such as 4 weeks. Every visit must fall inside an active call cycle for its rep. Without one:
  • The rep’s visits, tasks, and orders don’t sync to the app.
  • No one can create or reschedule visits. Reps see No Call Cycle., and Salesforce shows “Sorry! No Call Cycle available. Please Contact your Manager or Administrator”.

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Call Cycle Rules

Check these rules before you create cycles. You can’t change a cycle’s dates, rep, or duration after you save. If you try, Salesforce shows “Cannot change the start and end dates, or the representative as well as Duration in weeks after creation”.
  • The first cycle must start on the fiscal year’s start date, and the last cycle must end on its end date. The start month comes from FieldKo Configuration > Basic > Fiscal Year Start Month.
  • Each cycle must start the day after the previous one ends.
  • You can’t create cycles for a rep who already has active cycles for that year.
When FieldKo generates cycles, on the Call Cycles tab or through the scheduled job, it lines them up with weeks that start on Monday:
  • If the fiscal year doesn’t start on a Monday, the first cycle is short. It runs from the fiscal year’s start date to the first Sunday.
  • Each later cycle starts on a Monday and runs for the full duration.
  • The last cycle ends on the fiscal year’s end date, so it can also be shorter than the others.

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Create Call Cycles

FieldKo generates a full year of cycles for each rep you select, and you review them before you save:
1

Open the Call Cycles Tab

From the App Launcher, find and select Call Cycles.
2

Choose the Year, Duration, and Reps

  1. Select the fiscal year (up to 5 years ahead).
  2. Enter the Duration in weeks (1 to 52).
  3. Select the reps.
FieldKo generates the cycles for each rep.
3

Review the Generated Cycles

Check the dates carefully, because you can’t change them after you save.Optional: Adjust the dates, or add or remove the last cycle.
4

Save Your Changes

Click Save.
FieldKo uses a call cycle only when its Active checkbox is selected. After you save, check that the new cycles are active.
Create next year’s cycles automatically by scheduling CallCycleBatchscheduler. The default length comes from the Call Cycle Configuration custom setting’s Duration in Weeks field. See Scheduled Jobs.

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Copy Visits to Another Call Cycle

Use Clone Call Plan to copy every visit in one call cycle into another cycle for the same rep. By default, FieldKo copies each visit’s tasks and surveys too. The copied visits are Not Started.
1

Open the Source Call Cycle

Open the call cycle record whose visits you want to copy, and then click Clone Call Plan.
2

Choose the Fiscal Year

Under Step 1. Select Fiscal Year to clone Call Cycle Into, select the Fiscal Year.
3

Choose the Destination Cycle

Under Step 2. Select Call Cycle to copy visits to, select a cycle. The list shows only the rep’s cycles that start on the same day of the week and have the same length as the source cycle.
4

Optional: Leave Out Tasks and Surveys

Select Copy Visits without Tasks and Surveys. The copied visits then use the minimum default visit duration.
5

Clone the Visits

Click Clone Visits.
If the destination cycle already has visits, FieldKo lists them and tells you “The Existing Visits will not be deleted.” To copy the visits anyway, click Confirm Clone.

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Task Types

Task types are the reusable tasks reps complete on visits, such as “Check shelf pricing” or “Complete display survey”. To create one, from the App Launcher, find and select Task Types, and then click New.

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Action Tasks

Set Task Action Name to make a task open a screen in the app. The app also recognizes pack out and display actions if your org has added those picklist values. Don’t use New Contact for mobile reps. The app doesn’t support this action and shows a “not implemented yet” message.
On Salesforce screens, action tasks work only when the task type’s name exactly matches one of the Task Action records that come with FieldKo: “Place Order Action”, “Core Ranging Action”, “Visit Note Action”, “New Contact Action”, “Log an Incident Action”, or “Next Visit ToDo’s Action”.

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Visit Templates

A visit template is a reusable set of tasks and surveys that reps can add to a visit in one step. Create the task types first.

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Create a Visit Template

Build the template from your active task types:
1

Start a New Template

From the App Launcher, find and select Visit Templates, and then click New.
2

Name the Template

Enter a Template Name.
3

Add Task Types

Select the task types to include. FieldKo preselects each task type’s default survey.
  • Tip: To use a different survey for a task, select another active survey.
4

Optional: Set Task Groups and Products

Set a Task Group and products for each task.
5

Save Your Changes

Click Save.
When reps create a visit, they select the template under Use Visit Template.

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Assign Default Templates to Accounts

To have FieldKo create visits with a template automatically, assign the template to accounts, and then turn on the matching setting:
  1. On the template, click Assign to Accounts, and then select the accounts. FieldKo sets each account’s Default Visit Template.
  2. From the App Launcher, find and select FieldKo Configuration.
  3. Click Visit.
  4. Turn on Create Visits using default Visit Template.
When a rep drops an account that has a default template onto the calendar, FieldKo creates the visit immediately with that template’s tasks. To skip this for an account, select Ignore Default Visit Template on the account.

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Visit Types

Visit types, such as “Merchandising” or “Audit”, label and color visits. Turn on visit types, and then add a record for each type:
1

Turn On Visit Types

From the App Launcher, find and select FieldKo Configuration. Click Visit, and then turn on Allow Special Visits.
2

Open the Visit Type Records

From Setup, in the Quick Find box, enter Custom Metadata Types, and then select Custom Metadata Types. Next to Visit Type, click Manage Records.
3

Add a Record for Each Visit Type

For each record:
  • Set Color to a color name or hex code.
  • Select Is Default? on one type only.
  • To limit a type to visits created from one object, enter the object’s API name in Object API Name. Find it in Setup > Object Manager.
The Visit Configurations custom setting has related options: Make Visit Type Required, Allow Multiple Visit Type Selection, Filter Task Type by Visit Type, and Require Task Per Visit Type. See Visit Configurations.

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Set Up Check-In Location Checks

FieldKo can record where reps check in and warn them when they’re far from the account. The check is a warning, not a block: a rep who’s farther away than the distance you set can confirm and check in anyway. To see what reps experience, see Check In.

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Turn On the Location Check

Turn on location capture, and then set the distance:
1

Turn On Capture Geolocation

From the App Launcher, find and select FieldKo Configuration. Click Visit, turn on Capture Rep’s geolocation on visit Check-In and Check-Out, and then save your changes. This option sets Capture Geolocation in the Visit Configurations custom setting.
2

Open Visit Configurations

From Setup, in the Quick Find box, enter Custom Settings, and then select Custom Settings. Next to Visit Configurations, click Manage.
3

Set the Distance

Edit the org default record, or a profile or user record. In Max Distance From Store To Checkin, enter the distance in meters. The package default is 1000.
4

Save Your Changes

Click Save.
When a rep checks in farther away than this distance, the app shows Confirm Check-In. If the rep taps Continue, the app saves “Checked in”, the distance, and “meter(s) away from Store” in the visit’s Check In Compliance Reason field. The rep’s location is saved in Checked In Location. If Max Distance From Store To Checkin is blank or 0, or the account has no coordinates, the app records the location but doesn’t check the distance. Reps who turn off location permission for the app can’t check in while Capture Geolocation is on.

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Where Account Coordinates Come From

The app compares the rep’s location with the account’s coordinates. It uses the first of these that has a value:
  1. The custom latitude and longitude fields set in Account Latitude Field API Name and Account Longitude Field API Name in the Account search result Configuration custom setting. See Account Location Fields.
  2. The FieldKo Latitude and Longitude fields on the account, which show the shipping coordinates.
  3. The account’s shipping latitude and longitude.
  4. The account’s billing latitude and longitude.
To fill in coordinates for an account that has none, open the account in Salesforce and use the Update Geolocation action. It looks up the account’s shipping address and saves the shipping latitude and longitude. The action uses the Google Map API Key on the FieldKo Configuration tab, under Calendar and Map.

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Create Visits from Other Objects

By default, reps create visits for accounts. To let reps create visits from another object, such as Opportunity, add a Visit Creation Configuration custom metadata record:
  1. From Setup, in the Quick Find box, enter Custom Metadata Types, and then select Custom Metadata Types.
  2. Next to Visit Creation Configuration, click Manage Records.
  3. Add a record for the object.
The following table shows what to enter in each field, using an Opportunity record as the example. Where a field asks for an object or field, enter its API name, which you can find in Setup > Object Manager.

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Account-Based Tasks (Objectives)

Use account objectives to assign tasks to many accounts without planning visits. Create an objective, and then assign it to accounts:
  1. Create an Account Objective with a start date, end date, and Visit Template, and then select Active.
  2. On the objective, click Assign Accounts, and then select the accounts.
FieldKo creates a task for each account and each task in the template. The account owner owns each task. If anything fails, FieldKo emails you the errors.

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Next Visit To Do’s

Managers and reps can leave tasks and notes for the next visit to an account. Reps do this in the app. See Next Visit To Do’s. In Salesforce, use the Next Visit ToDo’s quick action on a visit. FieldKo keeps only one active to-do per account and assignee.

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Visit Rules Enforced by Salesforce

When a visit breaks one of these rules, Salesforce blocks the save and shows the message. FieldKo sets the visit’s owner to its sales representative. When a visit is completed, FieldKo updates the account’s Last Check-Out and Next visit plan date.

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See Also

Last modified on October 20, 2026