Tasks, Scheduled visits, Call cycles, and Visit frequencies Explained.

Tasks

Definition: Tasks are specific actions or activities that need to be completed. They can be one-time or recurring and are often assigned to individuals or teams.

Examples: Completing a report, following up with a client, or conducting a product demonstration.

Use Case: Tasks are used to manage and track individual activities that contribute to larger goals or projects. They act as reminders for users to perform certain actions, such as filling in a survey or making a call. Tasks can be added by both Office/Insights and Field users and appear on the Field user's calendar. They can be marked as "complete" by ticking a checkbox. Outstanding tasks for a given user and customer are displayed in the Tasks section of the Customer overview tab.

Scheduled Visits

Definition: Scheduled visits are pre-planned appointments or meetings with clients, customers, or other stakeholders. These visits are typically arranged in advance and have a set date and time.

Examples: A sales representative visiting a client to discuss a new product, a technician performing maintenance at a customer's site.

Use Case: Scheduled visits ensure that important face-to-face interactions are planned and executed efficiently. They are one of the two ways Skynamo measures call cycle compliance. Scheduled visits can be added by Office/Insights users from the calendar, individual customer profiles, or through an import. Field users can also add and manage scheduled visits if permitted. The scheduled visit will show on the Field user's calendar and can only be removed by logging a visit at the respective customer. This helps in maintaining regular visits to customers on specific days.

Call Cycles

Definition: Call cycles refer to a systematic schedule of regular visits or calls to clients or customers. This schedule is often repeated over a specific period, such as weekly, monthly, or quarterly.

Examples: A sales representative visiting each client in their territory once a month, a service technician performing routine checks on equipment every quarter.

Use Case: Call cycles are used to maintain consistent contact with clients or customers, ensuring ongoing relationship management and service delivery. They require some maintenance to account for leave days and public holidays and are quite rigid. Call cycles help in measuring call cycle compliance by specifying fixed dates for visits.

Visit Frequencies

Definition: Visit frequencies indicate how often visits or appointments occur within a given time frame. This can be part of a call cycle or a standalone schedule.

Examples: Visiting a high-priority client weekly, conducting site inspections bi-monthly.

Use Case: Visit frequencies determine the regularity of interactions with clients or customers, helping to prioritize and allocate resources effectively. They offer more flexibility in call cycle management compared to scheduled visits. Visit frequencies can be defined on a weekly or monthly basis and can be edited by Insights users or configured to be edited from the Field application. They provide powerful reports and filters for Field users to see which customers need to be visited in the current and upcoming weeks and which visits they have missed.

Summary

Tasks: Specific actions or activities to be completed.

Scheduled Visits: Pre-planned appointments with set dates and times.

Call Cycles: Regular, systematic schedules of visits or calls.

Visit Frequencies: The regularity of visits within a given time frame.

Each of these elements plays a crucial role in managing and organizing interactions and activities within a business or service context.