Visit Reports

Package: SALES SERVICE

1. General

New records for the Visit Reports module can be created directly in the module of the same name, or using an action in the detail view of a record in the Appointments module.

2. List View

The list view in the Visit Reports module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout - List View.

2.1. Actions

In the list view – depending on the module – general actions are available. An overview and description of all general actions can be found in the section Actions (List View).

There are no module-specific actions in this module.

3. Detail View

3.1. Fields

The following table describes required fields as well as fields with non-obvious functions. All other fields are self-explanatory.

Basic Data Block

Field	Description
Title *	Name of the visit report
Location *	Location of the visit

*Required field

Relationships Block

In the Relationships block, reference fields to other modules are displayed. Which reference fields are shown is configured in the Calendar Settings under the setting Default References.

The following modules can be displayed as reference fields: Assets, Sales Orders, Deals, Documents, Contacts, Vendors, Partner, Products, Tickets.

3.2. Actions

The following actions are available in the detail view:

3.2.1. General Actions

• PDF Export
• Recommend
• Copy
• Delete
• Change Tracking

For detailed information on the actions, see the section Actions (Detail View).

3.2.2. Module-Specific Actions

Action	Requirement	Functionality
New Task	–	Opens a popup for quick creation of a task and links it to the visit report. Unlike other modules, no new record in the Tasks module is opened – instead, a quick creation popup is displayed.
New Appointment	–	Creates a new appointment and links it to the visit report
New Deal	–	Creates a new deal and links it to the visit report
New Ticket	–	Creates a new ticket and links it to the visit report
New Lead	–	Creates a new lead and links it to the visit report

4. Practical Examples

1 – Documentation of a Customer Visit in the Field

A field sales employee visits an existing customer and holds an extensive conversation about current requirements, open points and satisfaction with the previous service. After the visit, a visit report is created and linked to the corresponding contact and organization.

In the Customer Situation and agreements made fields, the most important conversation results are documented. Praise and suggestions for improvement are noted in bullet points so that the customer's feedback is traceable for the entire team. Using the New Task action, a follow-up task is created directly from the visit report for the responsible inside sales employee – the quick creation popup enables this without leaving the record.

The visit report serves as a structured basis for internal follow-up and further customer support.

2 – Follow-up of a Trade Fair Conversation with Lead Creation

At a trade fair, a sales employee conducts several qualified conversations with potential new customers. For each conversation, a visit report is created immediately afterwards to secure the content before details are forgotten.

The report is linked to the already existing or newly created contact. In the Needs / Bottlenecks field, the expressed requirements and challenges of the conversation partner are noted. If concrete next steps have been agreed, these are recorded under agreements made. Using the New Lead action, a lead record is created directly and linked to the visit report, so the sales process can be seamlessly continued.

3 – Creating a Visit Report Directly from an Appointment

A service technician has an on-site appointment with a customer to troubleshoot a system. The appointment is already recorded in the Appointments module in brainX. After completing the visit, the technician creates the visit report directly from the detail view of the appointment using the corresponding action – the visit report is automatically linked to the appointment.

In the report, the location of the visit, the measures taken and the current customer situation are documented. Using the New Ticket action, a follow-up ticket is created for a necessary spare parts order. Through the linking of appointment, visit report and ticket, the entire service process remains traceable without gaps.

5. Frequently Asked Questions

How do I create a visit report directly from an appointment?

In the detail view of a record in the Appointments module, a corresponding action is available for creating a visit report. The visit report created this way is automatically linked to the appointment.

Which reference fields are available in the "Relationships" block?

Which reference fields are displayed in the Relationships block is configured in the Calendar Settings under Default References. In the default state, reference fields to the following modules are available: Assets, Sales Orders, Deals, Documents, Contacts, Vendors, Partner, Products and Tickets.

What is the difference between the "New Task" action in the Visit Reports module and other modules?

In the Visit Reports module, the New Task action opens a quick creation popup through which a task can be created directly and linked to the visit report – without leaving the record. In other modules, the full creation view of the Tasks module is generally opened instead.

Can I create a deal or ticket directly from a visit report?

Yes. In the detail view of the visit report, the module-specific actions New Deal, New Ticket, New Lead and New Appointment are available. All records created this way are automatically linked to the visit report.

Can a visit report be exported as a PDF?

Yes. Using the general action PDF Export in the detail view, the visit report can be exported as a PDF. Detailed information can be found in the section Actions (Detail View).