Working a visit & recording who you spoke to (incl. "Someone else")

Once a visit is finalised, open it from the Visits landing page by clicking the Start visit icon (the house icon) in its row. This opens the Visit Entry screen, which is split into three panels: the left Locations panel for navigating addresses, the middle panel for recording what happened at the address and who you met, and the right Complete the survey panel for filling out the Form. A top bar runs across the screen with:

• Cancel — leaves the Visit Entry screen and returns you to the Visits landing page. Outcomes you have already recorded are kept.
• Visited by me — the team member who worked the address. It defaults to you; open the dropdown to choose another team member, for example when you are entering results on a colleague's behalf.
• Visit time — the date of the visit.

1. Choose an address

In the left Locations panel:

• A progress indicator shows X / N completed visits with a percentage bar. Every recorded outcome counts towards it.
• Use the All streets filter to show a single street (or suburb), and the All status filter to show addresses with one status: Not visited, Completed, Unattempted or Unsuccessful.
• Addresses are grouped by the Street or Suburb grouping chosen in the builder. Each group shows how many of its addresses are done (for example, 0 / 2). Expand a group to see its addresses, each with a status badge.
• Select an address to work it. Until you do, the middle panel shows No location selected — Choose an address to view its details, and the survey panel is greyed out.

2. Record what happened at this address

After selecting an address, the middle panel shows the heading What happened at this address?, the full address, and three actions:

• Contact made — Select who you spoke to. Use this when you reached someone.
• Nobody available — Mark and return to list. Use this when you attempted the address but no one was available. The address is marked straight away and the next address opens.
• Skipped — use this when you did not attempt the address. The address is marked straight away and the next address opens.

An Address tags row also appears here. Click a tag to apply it to the address and capture context about the location. Address tags are configurable per account (examples: Shared Office Space, Apartment, Difficult to access, Do not send outreach letters). See Address types & address tags (Document ID: 258).

3. Choose who you met

When you select Contact made, the middle panel shows Who did you meet? with the prompt Select a contact to continue. It lists the contacts at that address (a Target badge may show against a contact), plus Someone Else. Use Back to return to the three actions.

• Choose the listed contact you spoke to. Their details open in the middle panel, with Profile, Posts, Tasks and Events tabs, so you can check their record and history while you talk.
• Choose Someone Else if the person you spoke to is not in your database. The middle panel shows Someone else at this address and the address, and you can still complete the survey. If the survey Form has a contact details block, it now appears and must be completed — SwiftFox creates the person as a new contact and logs the survey against them. If the Form has no contact details block, the survey is saved as an anonymous submission.

4. Complete the survey

The Complete the survey panel activates once you have chosen who you met.

1. The prompt reads Fill out the required survey for this visit.
2. Complete the chosen survey (the Form).
3. Confirm the Visited by me person and the Visit time date in the top bar — these are captured for reporting, so set them accurately.
4. Click the survey's submit button at the bottom of the panel (for example, Submit or Complete Survey, depending on how the Form is set up).

The panel confirms Your submission has been processed and the address changes to Completed. When you met an existing contact, it then asks What would you like to do next?:

• Go to next address — moves on to the next address in the list.
• Create task — creates a follow-up task for the contact.
• Select another contact at this address — records another conversation at the same address without starting over.

For what each outcome records, see Visit outcomes & posts to a contact (Document ID: 249).

Notes

• Use Someone Else whenever the person at the door is not already a contact — you can still capture the conversation against the visit, and with a contact details block on the Form, add them as a new contact at the same time.
• Contact made, Nobody available, and Skipped set the statuses Completed, Unsuccessful and Unattempted, which roll up to the Successful, Unsuccessful, and Unattempted columns on the Visits landing page.
• Use Cancel in the top bar to leave the Visit Entry screen without recording an action for the current address.
• For how addresses are ordered, see Route & address ordering (street / suburb grouping) (Document ID: 256).