1.2 — Finding the Site Visits module

Site visits are accessible from two places:

• Leads › Site Visits — the dedicated visits list, showing all visits across all leads. This is the primary view for managing visit operations.
• Lead detail page — visits for a specific lead are shown in that lead's activity timeline and under its Visits tab. Scheduling and outcome recording can be done from either place.

A project filter and date-range selector at the top of the visits list scope the KPI strip and list. Individual visit detail pages are unaffected by these filters.

1.3 — Visit statuses

Every visit record has a status that reflects where it currently stands:

2.2 — KPI strip

Click any tile to filter the list below to that subset. Click the tile again to clear the filter.

2.3 — List columns

2.4 — Filters

• Status chips — All, Scheduled, Completed, No-show, Rescheduled, Cancelled.
• Date range — scope to Today, This week, This month, or a custom range. Use Today as the daily operations view.
• Project — filter to visits for a specific project.
• Agent — managers can filter to a single agent's visits.
• Search — by lead name, phone, or visit ID.

3.1 — Scheduling from a lead

Open the lead in Leads › All Leads and click Schedule Site Visit. This button is available on any lead that is not already in Visit Scheduled status (a lead can only have one active scheduled visit at a time). The scheduling form opens:

Click Schedule Visit. Three things happen immediately:

• A visit record (e.g. SV-0031) is created with status Scheduled.
• The lead's pipeline stage moves to Visit Scheduled.
• The conducting agent receives a notification with the visit date, time, lead details, and your notes.

3.2 — Scheduling directly from the Visits list

From Leads › Site Visits, choose + Schedule Visit. The same form appears but you must also select the lead from a searchable dropdown. Use this when you prefer to manage visits from the central list rather than navigating to each lead.

3.3 — Editing a scheduled visit

To change the date, time, agent, or notes on a Scheduled visit before it happens, open the visit detail and click Edit. All fields except the linked lead can be changed. The conducting agent is notified of any changes automatically.

4.1 — What the detail page shows

Opening a visit (by clicking its ID on the list or from the lead's Visits tab) shows:

4.2 — Check-in & check-out

On the day of the visit, the conducting agent records the lead's actual arrival and departure from site. This provides an accurate picture of visit duration and confirms the visit happened.

• Check-in — click Check In on the visit detail when the lead arrives at site. The current time is recorded automatically; you can adjust it if needed.
• Check-out — click Check Out when the lead leaves. The visit duration is calculated from check-in to check-out.
• Check-in and check-out are optional — a visit can be marked Completed without them. They are most useful for operations teams tracking how long visits take.

4.3 — Adding notes during and after the visit

Notes can be added to a visit at any time — before, during, or after. Use the Add note field on the visit detail. Notes added here also appear in the linked lead's activity timeline, so the full picture is visible wherever you look.

Good post-visit notes typically cover:

• Which plots or units the lead looked at and their reaction to each.
• Budget discussed and any price negotiation started.
• Objections raised — location concerns, amenity gaps, competitor comparisons.
• Family dynamics — if a spouse or parent was present and their view.
• Agreed next step — follow-up call date, second visit, booking intent.

5.2 — Completed

Use Completed when the lead arrived at site and the visit took place, regardless of the lead's interest level.

Click Record Outcome on the visit (from the list or the detail page) and select Completed. Fill in the outcome form:

Click Save Outcome. The visit status moves to Completed and the lead's pipeline stage advances to Visit Done.

5.3 — No-show

Use No-show when the lead did not arrive at the scheduled time and did not contact you to reschedule.

Select No-show in the outcome form and add a brief note (e.g. "Called twice, no response"). Click Save. What happens:

• Visit status moves to No-show.
• The lead's pipeline stage reverts from Visit Scheduled back to Contacted.
• A follow-up prompt appears — schedule a follow-up call to check in with the lead.

5.4 — Rescheduled

Use Rescheduled when the lead has asked to move the visit to a different date and you have agreed on a new time.

Select Rescheduled in the outcome form. A New Visit Date and optional New Visit Time field appear. Fill in the new details and click Save. What happens:

• The original visit is closed with status Rescheduled.
• A new visit record is automatically created for the new date, with the same lead, project, and agent.
• The lead's stage stays at Visit Scheduled because a new visit is already booked.
• The conducting agent is notified of the new visit.

The history of both the original and rescheduled visits is preserved — you can always see how many times a visit was moved.

5.5 — Cancelled

Use Cancelled when the visit is being called off with no replacement date in view — the lead has withdrawn, asked to be contacted later, or the team has decided not to proceed with the visit.

Select Cancelled, add a cancellation reason, and click Save. What happens:

• Visit status moves to Cancelled.
• The lead's stage reverts from Visit Scheduled to Contacted.
• The lead remains open — the agent can schedule a new visit whenever the lead is ready.

6.1 — Recommended next steps

After recording a Completed outcome, the lead is at Visit Done. The next steps depend on the interest level recorded:

When the lead is ready to book, open the lead detail and click Create Booking. This begins the booking process described in the Bookings & Payments guide.

6.2 — Leads with multiple visits

A lead can have more than one visit — it is common for buyers to visit a second time with family, or to see a different plot after their first visit. There is no limit on how many visits a lead can have.

• To schedule a second visit, open the lead and click Schedule Site Visit again. The lead's stage moves back to Visit Scheduled.
• All past visits for the lead are visible in the Visits tab on the lead detail, in chronological order.
• The lead's stage reflects the most recent visit status — if the latest visit is Completed, the stage shows Visit Done.
• On the Sales Dashboard, visit-to-booking conversion is measured from the first completed visit to a booking, so multiple visits do not inflate the count.