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Field Tours (legacy)

Overview​

Field Trips (Field Tours) let sales and field staff plan, track, and record customer visits directly from the CRM Field Dashboard. Trips capture check‑in/check‑out times and locations, capture disposition and follow‑up activities, and give quick access to party financials and ledger data so field users can have the right context during a meeting.

Start a field trip​

  1. Open the CRM Field Dashboard and click Start Day — this enables GPS tracking and prepares the app to record visits.
  2. From the dashboard, use Add Visit to create a new visit. You can:
    • Add a visit manually (select party, scheduled time, purpose), or
    • Import a Trip Plan (CSV/Trip plan) created in the back office or exported from a beat plan.

During a visit​

  • Check In: When you arrive at the party location, tap Check In to mark the meeting as started. Ultro records the current timestamp and the current GPS coordinates as the meeting start point.
  • While checked in, the visit detail window lets you:
    • View the party's Past Invoices, Past Payments, and Ledger entries so you can discuss outstanding balances and payment history.
    • Fetch current geographic location to update the party's stored coordinates (useful if the party moved or coordinates were missing).
    • Add a new party inline if a new contact or account should be created during the visit.

Completing a visit​

  • Check Out: Tap Checkout to end the meeting. Ultro captures the checkout timestamp and GPS location as the meeting end point.
  • During checkout the app will ask for:
    • Disposition — outcome of the meeting (e.g., Interested, Not Interested, Follow-up Required),
    • Next Activity — schedule a follow-up task or meeting, and
    • Remarks — freeform notes about the meeting.
  • These checkout fields are stored on the visit record and are used for reporting, pipeline updates, and follow-up automation.

Trip plans & beat plans​

  • Use Beat Plans to group recurring visits for a territory or route. Beat plans can be imported into the mobile visit planner so users can follow planned routes during the day.
  • Trip imports support CSV or the internal Trip Plan format; imported visits appear in the Field Dashboard's schedule and can be edited before starting.

Tips & best practices​

  • Ensure GPS/location permission is enabled on the device; when GPS is unavailable the user may add or edit coordinates manually.
  • Encourage users to Start Day at the beginning of their shift to enable continuous tracking and better activity reports.
  • Use the Remarks and Disposition fields for short, actionable notes so follow-ups are clear to the account owner.

Troubleshooting​

  • If check‑in fails due to poor GPS, try a short walk outside to get a GPS fix, or use the manual location picker to capture coordinates.
  • If imported trips don't appear, verify the import file format and required fields (party id, datetime, address).

This section describes Field Tours as implemented in Ultro ERP — for customizations, check your tenant's feature flags and mobile app configuration.