Field Trip / Beat Plans

A Field Trip / Beat Plan is a pre-planned, day‑wise customer visit schedule created by a salesperson to organise and optimise on‑ground sales activities.

In simple terms, it answers:

• Which customers will I visit?
• On which day will I visit them?
• For what purpose am I visiting?

What is a Field Trip / Beat Plan?

A Field Trip (or Beat) Plan is a structured schedule where a salesperson:

• Plans customer visits in advance
• Groups customers day‑wise
• Defines routes, objectives, and priorities
• Uses it as a working plan for the week or month

It ensures discipline, coverage, and accountability in field sales.

Day‑wise Example — Weekly Beat Plan (Sample)

Day	Area / Beat	Customers to Visit	Objective
Monday	South Delhi	Apollo Pharmacy, MedPlus, CarePlus	Order collection
Tuesday	Gurgaon Sector 14	HealthMart, Wellness Hub	New product demo
Wednesday	Noida Phase 2	City Pharma, LifeCare Medical	Outstanding follow‑up
Thursday	Faridabad	MediStore, Apollo Clinic	Relationship visit
Friday	Mixed / Ad‑hoc	High priority / missed customers	Closure
Saturday	Office / Review	Reporting, planning, CRM updates	Analysis

What Information is Usually Captured?

A good beat plan typically includes:

• Date / Day
• Customer Name
• Area / Route
• Visit Purpose
• Order booking
• Payment follow‑up
• New lead visit
• Complaint resolution
• Expected Outcome
• Planned vs Actual visit status
• Remarks / Notes

Why Sales Teams Use Beat Plans

For the Salesperson:

• Clear daily direction
• Less travel time, better routing
• Higher productivity
• No missed customers

For the Manager:

• Visibility into field activity
• Coverage tracking
• Performance measurement
• Better forecasting

For the Organization:

• Improved customer engagement
• Consistent market coverage
• Higher sales efficiency
• Audit & compliance trail

Beat Plan vs Tour Plan (Quick Difference)

Beat Plan	Tour Plan
Local / routine visits	Outstation / longer travel
Repeats weekly/monthly	Usually ad‑hoc
Same customers / areas	New or distant markets
Short duration	Multi‑day trips

Typical Workflow in Ultro ERP

1. Salesperson creates a Beat Plan (day‑wise schedule) and adds beats and customers.
2. Manager reviews and approves the Beat Plan where required.
3. On the visit day, field users:
   • Check‑in with GPS (if enabled)
   • Log activities and visit notes
   • Capture orders and collections
4. System generates visit reports, productivity metrics and route analysis for managers.

Duplicate an existing plan

If you have a recurring schedule or want to reuse a previous week's plan, you can duplicate an existing Beat Plan to save time:

1. Open the Beat Plans list (CRM → Field Tours / Trips → Field Tour Beat Plans).
2. Click the row actions (•••) for the plan you want to reuse and choose Duplicate (or Copy).
3. Adjust dates, beats or assigned users as needed.
4. Save the new plan — this avoids re‑entering beats and schedules manually.

Tips & Best Practices

• Group geographically close customers into the same day to reduce travel time.
• Use priorities to ensure important customers are visited more frequently.
• Attach standard checklists to each beat so visits are consistent and auditable.
• Use the Product Requirements / Order capture flow to immediately convert visit outcomes to sales activity.

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See also:

• My Tours — your assigned visits: /docs/crm/field-tours/my-tours
• Field Tour Beat Plans — schedule & beat example: /docs/crm/field-tours/field-tour-beat-plans