Visits
A visit is a planned delivery from a vendor or rep. You create it ahead of time, say what you hope to receive, and let the rep (or your own staff) load the stock onto the visit before it arrives. When the delivery lands, you mark the visit delivered and everything on it moves into stock.
A visit records a date, an optional description, the stock loaded onto it, any product requests, and who has been invited. It holds no patient details.
Who can: Owner, Admin, Member, Visit manager Roles that can only view visits can open the list and a visit, and nothing more.
The visit list
Where: Visits
Each visit shows its description, date, status and item count. Two badges tell you where it is:
- Upcoming or Passed: whether the visit date is today or later, or already gone by.
- Pending delivery or Delivered: whether the stock has been received yet.
Open a visit to see its items. If a site has no visits yet, the list says "No visits yet."
Create a visit
Where: Visits › New visit
- Pick the Date. It can't be in the past.
- Add a Description if you like, such as "Weekly restock". It is optional.
- Press Create Visit.
You land on the new visit, ready for requests and invitations.
Rename a visit
Open the visit and press the pencil next to its name. Type the new Visit name and save. A blank name is allowed. You can rename a visit at any time, including after it is delivered. The date can't be changed.
Requests and invites
These are two different things.
- Requests are your own packing list: the products you want and how many. They are for your team. They show under Requests (a tab on phones and tablets), with a bar of how many requested items are packed so far. A rep who opens an invite link doesn't see them.
- Invites are links you email to reps so they can add stock themselves. They live under Team (a tab on phones and tablets). See Invite links.
Add a request
Under Requests, choose a Product, set the Qty, add an optional Note (for example "specific size or brand"), and press Add request. Remove one with the remove button beside it. You can add and remove requests only while the visit is pending.
Add stock to a visit
Who can: Owner, Admin, Member, Inventory manager Roles that can manage visits but not inventory, such as the Visit manager, can plan a visit but can't add stock or mark it delivered.
While a visit is pending and its date is today or later, press Add product. Choose a product, or create a new one, then enter an expiry date and a count for each batch. Stock added this way is marked pending, so it doesn't count toward your in-stock numbers until the visit is delivered. See Inventory.
You can change the expiry date on a group of items with the pencil on its row, as long as the visit is still pending.
The page also offers Pre-load by scan when scanning is on for the site. Scanning in visit mode doesn't record anything yet, and the scanner says "Pre-loading by scan isn't available yet". Use Add product instead. See Scanning.
Mark a visit delivered
Who can: Owner, Admin, Member, Inventory manager
Mark delivered… appears once the visit date is today or has passed. The confirmation says "This can’t be undone. All items on this visit will be moved into stock." If your site uses storage locations, you can choose where the delivered items go. Only items without a location are changed.
Turn visits on or off
Who can: Owner, Admin, Site settings
Where: Settings › Visits
Tick or untick Enable visits for this site. See Visit settings. Turning visits off hides the Visits page and removes it from the menu. Existing visit data is kept and comes back when you turn visits on again.
If visits are still pending, the app warns you before you turn them off and shows how many visits and pre-loaded items are affected. Those items stay pending in inventory until visits are on again and the visits are marked delivered. Invite links stop working while visits are off.
Good to know
You can't create a visit in the past, and you can't invite anyone to a visit that has passed. A visit that has passed but wasn't delivered shows Pending delivery. It stops taking new stock, but you can still mark it delivered.