Visit Types

Visit Types are the different types of meetings or group encounters that are scheduled at your centers. Visit Types are where most of the variation in request form screens, fields and rules comes from.  You may want to define different types of visits so that you can separate them for reporting, or because you need to capture specific information and/or enforce specific rules for certain types. 

Some examples of common visit types that BE clients have defined are: Customer Briefing, Partner Briefings, Center Tour, Internal Meetings, etc.

Managing Visit Types

The visit type administration screen is divided into three sections:

  1. Activation - This tab is where you associate visit types with the sites that support them.
  2. Restricted Types - This tab is where you can reserve certain visit types for use by the EBC team only; requesters will not see these visit types.
  3. Lead Times - Visit Lead Time is the number of days in advance that a visit request must be made by your requesters. So, if visit lead time is set to 7 days, a requester in Nexus Scheduler today will not see any days on the calendar available until 7 days from now. (These restrictions do NOT apply to the EBC Team.)
  4. + Visit Type Button - Use this button to add a new visit type.

Add/Edit Visit Type

The visit type edit screen is organized into several sections.

Add/Edit Visit Type - Visit Name Section

The first section is where you identify and describe the visit type.

  1. Visit Type Name - This is what the requester will see in the option list when selecting a visit type.
  2. Description - A short description of the visit type.
  3. Expanded Description - A longer description of the visit type. This will be available as help text when the requester is selecting the visit type.
  4. Site Access - These are the sites that have these visit types available.
Add/Edit Visit Type - Engagement Type Section

This section allows you to associate this visit type with engagement types (if engagement types are being used).

NOTE: Engagement types is an optional component. If you do not see this section, please ask the Nexus Scheduler support team to enable this option.

Check the engagement types you want to associate with this visit type.

Add/Edit Visit Type - Visit Date/Time Section

This section allows you to define the default time frames for this visit type. These time frames will be options for the requester when using this visit type. Coordinators have the ability to change this time frame in any visit.

  1. Default duration of visit - This is what the visit duration will be set to when the requester first gets to the date selection screen.
  2. Visit duration options - These are the visit length options that a requester will be able to choose from when requesting this type of visit.
Add/Edit Visit Type - Alternate Date/Times Section

Specify whether requesters have the option to identify alternate dates for this visit type.

NOTE: Alternate date/times for visit types is an optional attribute for visit types. If you do not see this section, please ask the Nexus Scheduler support team to enable this option.

  1. Prompt for second (alternate) date/time - Have the requester specify an alternate date for this visit.

  2. Prompt for third (alternate) date/time - Have the requester specify another alternate date for this visit.

Options for these fields are:

  1. Required - The requester must enter a date.
  2. Show - The requester has the option to enter a date.
  3. Not Used - The requester does not see the alternate date field.
Add/Edit Visit Type - Scheduling Rules Section

This section is where you specify scheduling attributes for this visit type.

  1. This Type of Visit can be scheduled for multi-days - When checked, requesters will be able to schedule visits of this type for multiple days.
  2. Visits can start on the half-hour - When checked, visits can start on the half-hour. Otherwise, visits must start on the hour.
  3. Account Manager can choose visit start/end times - When checked, requesters can choose a start time for their visit. If it is left unchecked, Nexus Scheduler will auto-assign a time for the visit
  4. Account Manager can change duration and times of visit - When checked, requesters will have access to the visit time changer, which allows them to change visit times and visit duration after the initial booking process.
  5. This Visit Type counts toward max visits per day limit - When checked, visits using this visit type will be counted toward the maximum number of visits allowed per day.
  6. At least 1 Topic must be entered by the requester to proceed - When checked, requesters must propose at least one agenda topic for visits using this visit type.
  7. Include this visit type on reports - When checked, visits using this visit type can be included in reports.
Add/Edit Visit Type - Add Object Button Settings Section

This section controls how customers (accounts), attendees, and opportunities are added to visits using this visit type.

  1. Add Customer (Manually) - Customer accounts are manually entered into Nexus Scheduler, or can be reused from previous visits.
  2. Add Customer from Salesforce - Customer accounts can be automatically brought over from Salesforce.
  3. Add Attendee (Manually) - Attendees are manually entered into Nexus Scheduler, or can be reused from previous visits.
  4. Add Attendee from Salesforce - Attendees can be automatically brought over from Salesforce.
  5. Add Opportunity (Manually) - Opportunities are manually entered into Nexus Scheduler.
  6. Add Opportunity from Salesforce - Opportunities can be automatically brought over from Salesforce.
Add/Edit Visit Type - Site Section

This section allows you to associate this visit type with one or more of your sites.

Place a check in the box next to all sites that will support this visit type.

Activation Tab

Each site can have its own set of visit types, and sites can share the same visit types as needed. The Activation tab lets you identify where each visit type is active.

  1. Site Selection List - Use this to quickly jump to a different site.
  2. Visit Type List - A list of your active visit types. Select a visit type to edit it.
  3. Site List Columns - Each site is shown with a column of activation check boxes.
  4. Activation Check Boxes - These control the activation of a visit type at a site. Check the box at the intersection of a Site / Visit Type to activate that visit type at that site.

Restricted Types Tab

This tab lets you restrict certain types of visits from your sales team.  These types of visits can only be scheduled/requested by the briefing center team.

  1. Site Selection List - Use this to quickly jump to a different site.
  2. Visit Type List - A list of your active visit types.
  3. Site List Columns - Each site is shown with a column of activation check boxes.
  4. Restriction Check Boxes - These restrict a visit type from being used by your requesters. Check the box at the intersection of a Site / Visit Type to restrict that visit type at that site.

Lead Times Tab

This tab lets you specify the number of days in advance that a visit request must be made by your requesters. For example, if visit lead time is set to 7 days, a requester in Nexus Scheduler today will not see any days on the calendar available until 7 days from now. (These restrictions do NOT apply to the EBC Team.)

  1. Site Selection List - Use this to quickly jump to a different site.
  2. Visit Type List - A list of your active visit types.
  3. Site List Columns - Each site is shown with a column of activation check boxes.
  4. Lead Time Fields - These fields set the number of days in advance that a visit request must be made by your requesters. Typically, more complex visits will require more lead time.

  1. Activate the Customer Portal for certain visit types.

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