Consolidating Visit Types? Read this first...

Every once in a while you need to clean your car, reorganize the garage, and consolidate your Visit Types in Nexus. Over years of using Nexus and leveraging it for all different types of applications, you may find that your list of visit types that can be requested by a sales rep has grown unwieldy.

It is a good idea to eliminate visit types that are no longer used, and consolidate the remaining ones into a more succinct, manageable set.

Though this has many benefits, there are some implications to consolidating multiple visit types into one that you may need to consider first.

When you take 2 Visit Types and consolidate them into a single one, any differences in visit type settings/configurations will need to be reconciled because you will be left with just a single visit type to configure.

This article identifies the implications of combining/consolidating visit types and the areas in request forms, scheduling rules, communications, etc. that will be affected.

Request Form Screens / Fields


Different Visit Types often have different request form screens and fields turned on. Make sure you reconcile the differences between the visit types you are consolidating so that you are capturing all the info you need.

  • Request form Screen settings (Include, Exclude, Hide from Sales Rep)
  • Request form Screen labels
  • Request form Field Settings (Required, Options, Not Used, Hidden from Sales Rep)
  • Request form Screen Instructions

Visit Type Settings / Scheduling Rules


Each visit type has its own settings and scheduling rules. Make sure the visit type you are consolidating into has the proper rules and settings configured.

  • Engagement Type Associations (Only if you are using engagement types)
  • Default Visit Duration (During date request process)
  • Visit Duration Options (During date request process)
  • Can be scheduled for Multi-days
  • Can start on half hour mark
  • Sales Rep can choose start/end time
  • Sales Rep can change duration and times of visit
  • Requires Alternate Dates to be selected

Site / Visit Type Settings


Site / Type settings determine key rules and restrictions for each visit type. These may be different between the visit types you are trying to consolidate so make sure you are able to reconcile these differences in your single consolidated visit type.

  • Site Activation (Where is the Visit Type available)
  • Restricted Visit Types(Can the Visit Type only be requested by higher access levels)
  • Lead Time Requirements (How far in advance does the visit need to be requested)

Room Auto-Assignments


Each visit type has its own set of rooms that it can be auto-assigned to. Some get assigned to virtual rooms, holding rooms, briefing rooms, demo areas, etc. Make sure the Visit Types you are consolidating can all use the same room auto-assignment scheme.

  • For the new single consolidated Visit Type, you which rooms can be auto assigned?
    • Do requests get auto-assigned to a real room? Virtual Room? Holding Room?

Reason for Visit / Logistics / Extra Info


  • All Admin defined fields are controlled at the Site / Visit Type Level, so you need to make sure you have a single set of admin defined fields/questions that will work for the single consolidated type of visit.

Email / Invitation Templates


  • Each Site / Visit Type combination can use its own set of email and invitation templates. You may need to rework your templates to be more generic so it applies to the single consolidated visit type.

Surveys

  • Surveys can be unique to visit types so you will need to decide which set of survey questions will be used for the single consolidated visit type.