Call cycles in FieldKo allow teams to establish a consistent, recurring schedule of visits to their accounts. Rather than planning one-off visits, you can define a call cycle (e.g. visit every store in your portfolio once every 4 weeks) and let FieldKo generate those visits repeatedly. In this article, we’ll cover how to create and manage recurring call cycles – including setting up the frequency, assigning cycles to accounts (and users), automatically generating the visits, and tracking adherence to the plan.
Understanding Call Cycles in FieldKo
A call cycle is essentially a repeatable visit schedule. FieldKo’s call cycle functionality is flexible: you can configure the length of the cycle (such as a 4-week cycle, 8-week cycle, etc.)
Key features of call cycles in FieldKo:
A call cycle defines a fixed number of weeks within a fiscal year, often used in industries like retail to measure Sales and Marketing performance over consistent periods.
In FieldKo, call cycles start by default on the first Monday of the fiscal year. Because of this alignment, the initial and final call cycles may be shorter or longer than your set duration.
Call cycles are created once per fiscal year. After they’re in place, admins and users can build call plans against those cycles. Note that call cycles are an optional feature—only enable them if your field execution process requires fixed-week periods. All other FieldKo functionality works without call cycles enabled.
How to Create a Call Cycle
Open the Call Cycles tab.
Click New.
Set the Duration in Weeks.
Enter how many weeks each call cycle should span (for example, 7 weeks).
Choose the Fiscal Year.
Pick the fiscal year (by start month) you’re planning for, such as FY2025.
The dropdown shows the current year plus the next four years.
Assign Users.
From Available Users, select one or more field reps and click Add (→).
Click Preview & Edit.
The system will display the generated call cycles for each selected user.
Optional: Customise Cycle Details
To edit a single user’s cycles, select that user.
To adjust all users’ cycles, check Edit All.
You can modify each cycle’s Name, Start Date, and End Date directly in the preview grid.
Managing Existing Call Cycles
Once call cycles exist, you can:
View their details on the Call Cycles tab.
Edit cycle names or dates at any time.
Delete cycles you no longer need.
Clone a previous year’s cycles to speed up setup for a new fiscal year.
Use these tools to keep your call cycles aligned with your evolving business calendar.
Monitoring and Reporting on Call Cycle Adherence
Creating call cycles is only part of the process – it’s crucial to track whether those planned recurring visits actually happen as intended. FieldKo provides visibility into Call Cycle performance, leveraging Salesforce’s reporting and dashboard capabilities. You can report on planned versus completed visits, missed visits, and overall compliance with the call schedule.
Here are some ways to monitor adherence:
Planned vs Actual Visits: Use a report to compare the number of visits planned in a period to the number completed. FieldKo logs each visit when reps check-in/out, so you can see if any scheduled visit was skipped or not completed on time. A dashboard can show a percentage of completion for each rep’s call cycle (e.g., 95% of visits done on schedule).
Recurring Visit Tracking: Since call cycle visits are recurring, you can filter reports to just those visits. For instance, a “Call Cycle Visits This Month” report could list all occurrences of recurring visits and their outcomes (Completed, Missed, Rescheduled).
Accounts without Planned Visits: It’s important to catch any accounts that might have fallen out of the scheduling rotation. FieldKo can highlight accounts with no upcoming visits scheduled. Perhaps an account was not assigned to a cycle, or a recurring series ended – these accounts would show up in a gap report so you can take action to schedule them.
Adherence scorecards: Some organisations create a scorecard for call cycle adherence. For example, if a rep has 50 visits in a cycle and completes 50 within the timeframe, that’s 100% adherence. If they completed 45 and missed 5, that’s 90%. You can build this metric using Salesforce formulas or reports (count of completed vs planned visits per cycle period). FieldKo’s data being in Salesforce makes it straightforward to configure such reports and even automate reminders for missed visits.
FieldKo also allows managers to see real-time updates on the calendar – if a visit was missed or rescheduled by a rep, that can be reflected. Leverage Salesforce Chatter or alerts to notify managers of missed call cycle visits so they can follow up promptly.
By regularly reviewing these reports, admins and planners can ensure the team sticks to the call cycle plan. If adherence is low, investigate why (Are schedules too tight? Are there issues with certain accounts?). The insights from FieldKo will help in adjusting the call cycle or providing additional support/training to reps to improve compliance.
Tips for Managing Call Cycles
Adjust for holidays and seasonality: Recurring schedules might conflict with public holidays or store closures. Proactively check ahead and adjust those specific visit dates. FieldKo lets you edit individual occurrences of a recurring visit series, so you can move one visit without breaking the entire series.
Communicate call cycles to the team: Ensure field reps know their call cycle commitments (which stores how often). FieldKo can be used to share their visit plans, but also have managers discuss expectations. When reps understand the importance of each cycle, adherence tends to improve.
Leverage Salesforce automation: Because FieldKo is built on Salesforce, you can use Salesforce Flow or Process Builder to help manage call cycles. For example, a Flow could automatically create a set of recurring visit records when a new account is marked as “Call Cycle = 6 weeks,” saving manual effort. Another Flow could send an email reminder to a rep if a scheduled call cycle visit was not checked in by the planned date (to prompt a reschedule).
Continuous improvement: Use the reporting data to refine your call cycles. If certain accounts consistently require more frequent visits (or less), adjust their cycle length. FieldKo’s flexible setup means you can reconfigure without starting from scratch – simply update the recurrence pattern or create a new one as needed.
Keep an eye on workload: Ensure that the combination of call cycles assigned to a rep is realistic. For instance, if all cycles align such that one week a rep has an overwhelming number of visits, redistribute some visits or stagger start weeks of cycles. A balanced schedule will increase adherence and quality of visits.
By effectively creating and managing call cycles in FieldKo, Salesforce admins and planners can establish a reliable rhythm for field visits. This not only helps in covering all stores or clients regularly, but also provides a structured routine for reps to follow. Regular, well-planned visits lead to better store relationships and consistent execution of field tasks, which is exactly what call cycles are designed to achieve.