Moving a visit from its details

What it is#

Tap a visit on the diary and its details open: the times, the address, the service and whether the visit is pencilled in or confirmed. Move there opens the Move sheet, titled with the customer's name, for example "Move Bettina Kraus's visit".

The sheet lists the days ahead, one box per day, with a line for each team member saying whether the visit fits. You pick a line, read what will happen, and press Move it.

The Move sheet has its own day list. It is not the slot list with Forward view that Waiting to be scheduled and the add sheet use, and it never moves another visit to make room.

When to use it#

Use it when you know which visit should move and want to see, day by day, who has room for it. To put a visit at an exact time, drag it on the diary instead. To book a visit that was cancelled or missed, use Waiting to be scheduled.

How to do it#

Tap the visit on the diary. Its details open. A visit in a team member's upcoming visits, on their record in Team, opens the same details.
Press Move. It shows for a visit that is pencilled in or confirmed, not for one that is done or cancelled.
Read the line at the top of the sheet. For a confirmed visit it says "This visit is confirmed. Moving it is recorded on the visit." For a pencilled visit in automatic mode it says that choosing a slot confirms the visit there and the planner stops moving it. In self mode it says that choosing a slot places the visit there and pins it.
Choose how far ahead to look with Days ahead: 3, 5, 7, 10 or 14 days from today. It starts at 7 and remembers your choice on this device. To start from a later day, pick it with Jump to.
Read the day boxes. Each team member's line says one of these:
- Time available: the visit fits in their normal hours.
- Uses some flex, for example "Uses 30 min of flex": it fits if their day stretches into their flex.
- Current: where the visit is now. You cannot pick it.
- The time it needs in plain words, for example "22 min free, uses 1h of flex and 18 min outside working hours", with a Move anyway button.
Tap a line to pick it. Days beyond the weeks the diary has planned list each team member's name only, with no times worked out, and say the visit will be placed when that week is planned.
Read the foot of the sheet. It says what happens to the email (see What your customer sees). If the line you picked uses flex, it says how much of that team member's flex it uses and that their day stretches to fit it.
For a regular visit, choose Just this visit or This visit and all future visits.
Press Move it. Cancel takes you back to the visit's details with nothing changed.

What your customer sees#

It depends on the visit:

A confirmed visit: the foot shows a tick box naming the customer, for example "Email Bettina Kraus their new date". It is ticked when your visit emails are on and the customer can be emailed. With visit emails off in Settings it starts unticked, and you can still tick it. If the customer opted out of visit emails or has no email address, it is greyed out and says why. Under the tick you can change the email, and a preview shows exactly what they receive: the date the visit was booked for, and the morning or the afternoon of the new date. If you untick it, nothing is sent and no later confirmation repeats it for that day.
A pencilled visit in automatic mode: moving it by hand confirms it. The foot says so, for example "This confirms the visit: Bettina Kraus will be emailed: now Fri 9 Oct, morning." If the confirmation cannot go, it says why, and to tell them yourself.
A visit not yet confirmed in self mode: moving it places it. Inside your confirm window it is confirmed at once, with a tick to email the customer their visit confirmation. Further ahead, the foot says "Pencilled and pinned here. Confirmed and emailed the usual number of days ahead."

A customer is never told a clock time.

What happens next#

The visit moves to the day and team member you picked, into the first gap that day that holds it, or straight after the last visit. A message says what happened, for example "Moved to Fri 9 Oct. Bettina Kraus emailed." The visit is placed by hand, so the planner does not move it again.

If the visit is today or tomorrow, the team member it left and the team member it joined are emailed the change.

With This visit and all future visits, in automatic mode the service's Days and Team member change to match the move, and the diary places the later visits there from its next planning pass. In self mode the customer's regular slot moves to the new day and team member. Confirmed later visits keep their dates, and the message says how many to move one by one.

Good to know#

Move anyway moves the visit straight away, without the foot of the sheet. A confirmed visit's customer is emailed the new date if visit emails are on and they can be emailed. The team member's day then runs outside their working hours.
When any line uses flex, the sheet explains: "The day is full, but this team member can start earlier or finish later: booking here stretches their day."
A one-off job moves the same way, without Just this visit and This visit and all future visits.
The Move sheet never offers Fits if one visit moves. That is offered when you choose a slot on Waiting to be scheduled.
It works the same in automatic mode ("Let the diary plan itself") and self mode ("I place visits myself"), apart from the confirming and placing lines above.