Before You Begin
- In Salesforce, open the FieldKo app from the App Launcher. The tabs on this page are in that app.
- Make sure each rep has an active call cycle that covers the dates you’re planning. If a visit falls outside a call cycle, you see “Sorry! Call Cycle Records Are Not Available”. See Call Cycles.
Plan a Visit on the Visit Calendar
The Visit Calendar is the main tool for planning one visit at a time. You drag an account onto a day, and then choose the visit’s tasks:1
Open the Calendar
Click the Visit Calendar tab.
2
Choose a Rep
Select a Representative. If you’re a rep, you can select only yourself.Optional: To filter the accounts, also select a Brand or Grade.
3
Find an Account
In the Accounts panel, search for the account, or use Advanced Filter.
- If your company uses contact-based planning, click Show Contacts.
- If your admin has set up planning from another object, such as opportunities, select that object from the drop-down list.
4
Drag the Account onto the Calendar
Drag the account onto a day or time slot. To take the account off the list after you drop it, select Remove after drop?.
5
Fill In the Visit Details
Check the subject and times. Select a Visit Type, and then click either Select Tasks and Surveys or Use Visit Template.
- FieldKo suggests a start time based on business hours, travel time, and the default visit duration.
- You see “We have suggested next date and time based on business hours. You may change it.”
6
Choose Extra Options
Optional: To repeat the visit weekly or monthly, select Recurring Visits. To send a meeting invite, select Send Meeting Invite.
7
Save the Visit
Click Save, or click Save & New to plan another visit.
Reschedule or Delete a Visit
You can move or delete only Not Started visits.- To change the time, drag the visit to a new slot.
- To change the length, drag the edge of the visit.
- To see its tasks or edit it, click the visit.
- To remove it, click the visit, and then click Delete.
Show Salesforce Events on the Calendar
Your admin can show reps’ Salesforce events on the calendar, treat them as busy time, and choose their color. Admins set this on the FieldKo Configuration tab, under Calendar and Map.Plan a Visit on the Visit Planner
The Visit Planner tab combines a map and a calendar, so you can plan visits by area.- Click the Visit Planner tab.
- Select a Representative.
- Pan and zoom the map to the area you’re planning. To filter by city, state, ZIP or postal code, or country, use Territory Filter.
- Drag an account’s map pin onto the calendar.
Plan Visits in Call Planning
The Call Planning tab shows a grid of accounts against the days of a week.- Click the Call Planning tab.
- Select the Representative, Year, Call Cycle, and Week.
- Optional: Select a Brand and Grade.
- Click Refresh.
- To add a visit for an account on a day, click + in that cell.
Plan a Visit from the Account Map
The Account Map tab shows up to 1,000 accounts on a map. Pin colors come from the account field your admin selects in Account Field for Map Pin Color, on the FieldKo Configuration tab under Calendar and Map.- Click the Account Map tab.
- Click an account’s pin.
- Click the Create Visit icon.
Plan Your Route on the Visit Map Tab
The Visit Map tab shows your own visits for today or tomorrow on a map and plans a driving route between them. It shows only visits where you’re the sales representative, so use it to plan your own day, not a rep’s. Before you start, make sure that:- Your admin has replaced the shared Google Maps key with your company’s own key. See Google Maps Key.
- Your browser can share your location. Routes start from where you are.
1
Open the Visit Map
From the App Launcher, find and select Visit Map. The map shows today’s visits.
2
Choose the Day
Optional: To plan tomorrow instead, click Actions, and then click Tomorrow. To go back, click Actions, and then click Today.
3
See the Route in Planned Order
Click Actions, and then click Suggest Route. The map draws a route from your location through your visits in their planned order.
4
Find a Shorter Order
Click Actions, and then click Optimize Route. The map suggests a faster order for the visits that aren’t completed.
5
Accept the Optimized Route
Click Actions, and then click Accept Optimization. When you see “Optimizing route will also update your calendar”, click OK.
This works differently in the FieldKo Atlas app. There, accepting an optimized route changes only the route on the map, not the visits’ planned times. See Plan Your Route on the Map.
Plan Recurring Visits
Use recurring visits to plan repeating visits for many accounts at once. Before you start, make sure each rep has call cycles that cover the whole period of the pattern. Each pattern can have up to 250 occurrences, and each run can create up to 250 visits per rep.1
Open Recurring Visits
Click the Recurring Visits tab.
2
Choose the Visit Content
Select the visit type and tasks, or select a visit template.
3
Set the Pattern
Select Weekly or Monthly, how often, and which days. Enter when the pattern starts and ends.
4
Choose Accounts
Select accounts using filters or an Account Set.
5
Confirm the Reps
Confirm the rep for each account.
Change or Stop a Recurrence
Deleting a recurrence removes the future Not Started visits in it.- Click the Edit Recurring Visits tab.
- Select the rep.
- Next to the recurrence, click Edit or Delete.
Clone Visits
Clone visits to copy a rep’s visits from one period to another. Before you start, make sure the rep has call cycles for the new dates. You can clone up to 240 visits at a time.1
Open Clone Visits
Click the Clone Visits tab.
2
Choose the Rep and Pattern
Select the Sales Representative and a Pattern (Day or Week).
3
Choose the Dates
Enter the Clone From and Clone To dates, and then click Fetch Visits.
4
Decide What Happens to Existing Visits
Select Keep existing visits or Delete existing visits.
5
Clone the Visits
Click Clone Visits.
Add Tasks to Planned Visits
Use the Manage Visits tab to add tasks to visits you’ve already planned:- Click the Manage Visits tab.
- Select the rep.
- Drag a task type onto a visit.