Use the planner calendar

This article explains how to use the planner calendar in BriqSafe to view, filter, and manage scheduled visits across multiple locations. It is designed for managers and engineers responsible for scheduling and overseeing site visits.

Note

Required role: Manager (for scheduling and rescheduling visits), Engineer (for reassignment and sign-off)

Viewing Scheduled Visits in the Planner Calendar

Use the planner calendar to get an overview of all planned visits, spot gaps or overloads, and monitor visit status.

1. Open the Scheduler from the sidebar.
2. The calendar opens in Week view by default; you can switch between Week, Month, Day, and Agenda views.
3. In Week view, toggle the row mode between Location and Engineer. Engineer rows show weekly hours and an Unassigned row for visits without an assigned engineer.
4. Visit cards are colour-coded by status: Draft, Scheduled, In Progress, Completed, Cancelled, and Skipped. Overdue visits are marked with a red stripe on the right edge.
5. A To plan badge indicates outstanding activities waiting to be scheduled.
6. Click on any visit card to open its detail panel for more information.

Note: There is no yearly view available. The row-mode toggle only appears in Week view. Selecting multiple locations collapses to the first location when switching to Month view.

Filtering Visits by Status or Role

Within the planner, you can filter visits according to locations or engineers to efficiently manage your workload.

• In Week view, switch row modes between locations or engineers to view visits grouped accordingly.
• Use filters to narrow visit lists by status such as To plan, Scheduled, or In Progress.

Scheduling Visits Using the Planner Calendar

You can schedule visits directly from the planner calendar either by drag-and-drop or from recommendations.

1. Toggle on the To plan badge to show visit-template occurrences and standalone activities awaiting scheduling.
2. You will see recommendation cards for suggested dates based on the scheduling algorithm.
3. Click a recommendation card to open the visit creation panel. It will be pre-filled with the date, activity types, and suggested assignee.
4. Alternatively, drag a visit template or a standalone activity from the planning sidebar onto a calendar date cell to open a pre-filled visit creation panel.
5. Make any necessary adjustments such as adding or removing activity types (applies only for this occurrence), setting the start/end time, and assigning one or more engineers.
6. Confirm the visit to add it to the schedule.

Note: Drag-and-drop scheduling blocks cross-client drops, so you cannot schedule a template or activity for one client on a location belonging to another client.

Scheduling Visits from Visit Templates

Visits based on templates group multiple activity types performed together with a shared cadence.

1. Use Scheduler and filter by To plan to find visit-template occurrences.
2. Open the occurrence to review all included activity types and per-type job counts.
3. Adjust activity types for this occurrence if needed, set the date and time, assign engineers, and confirm.
4. The system creates a single visit containing all jobs from the selected activity types.

Note: Changes to activity types are one-time only and do not affect the template or future occurrences.

Scheduling Standalone Recurring Activities

When an activity is not part of a visit template, schedule it separately as a standalone visit.

1. Open the Scheduler and filter to To plan to find standalone activities awaiting scheduling.
2. Select an activity to see its frequency, the assets in scope, and job count.
3. Pick a date, enable Requires review after completion if consultant sign-off is needed.
4. Assign an engineer and confirm the visit.
5. The standalone visit is created, and the next occurrence is automatically queued for future scheduling.

Note: Only active users appear in the assignee list; there is no filter for engineer competency. Date selection is unrestricted, i.e., compliant-window date blocking is not enforced.

Managing Scheduled Visits in the Planner

The planner calendar allows you to manage visits by rescheduling, skipping, cancelling, or reassigning them as plans change.

Rescheduling, Skipping, or Cancelling a Visit

1. Open the Scheduler and click on the visit card you want to change.
2. In the visit's detail panel, select Reschedule to update the date and time. The assigned engineer receives a notification.
3. Use Skip to provide a reason and set the status to Skipped.
4. Use Cancel to confirm cancellation and set the status to Cancelled.

Important: Skipping or cancelling a recurring visit does not affect the next occurrence, which remains in the To plan queue.

Reassigning a Visit to Different Engineers

You can reassign visits to new engineers or multiple workers when the originally assigned worker is unavailable or workload balancing is required.

1. On the web Visits page, select the visit and open its actions menu.
2. Choose Reassign to open the assignment dialog.
3. Select one or more replacement engineers who have access to the visit's location and confirm with Reassign.
4. The visit and all pending jobs move to the new worker(s).

Note: At least one replacement must be selected. Only visits with Scheduled or In Progress status can be reassigned. Completed or cancelled visits cannot be reassigned. Jobs already started or completed remain with the original worker.

Reassigning a Visit to a Different Engineer from the Planner

1. In the Scheduler, open the visit's detail panel.
2. Use the Reassign option to select a different engineer.
3. The visit moves to the new engineer's queue on web and mobile, and the previous engineer is notified.

Note: Reassigning requires fewer permissions than rescheduling, so engineer-level users may be able to reassign visits but not change dates or cancel them.

Sign-Off and Review of Visits

After work is completed on site, visits can be signed off on mobile devices to finalize job data.

Signing Off a Visit on Mobile

1. Complete or skip the jobs within the visit.
2. Tap Close Visit on the job list to open the close visit screen.
3. On the Sign Off tab, review the JOB SUMMARY showing counts of completed, unable to complete, and not completed jobs.
4. Either draw the worker's signature in the signature pad or tick the confirmation checkbox stating the information is accurate (these two actions are mutually exclusive).
5. Tap Close Visit and confirm by selecting Sign off.
6. The visit status updates to Completed and syncs to the web application.

Important: The submit button is disabled until a signature is drawn or the confirmation checkbox is ticked. Once signed off, the visit is locked on the device and jobs cannot be edited. If no jobs are completed (all skipped or cancelled), the visit is recorded as Skipped rather than Completed. Opening the close visit screen without selecting the intended visit can lead to closing the wrong visit if multiple active visits exist at a location.

Flagging a Visit for Review After Completion

When scheduling visits that require consultant sign-off after completion, enable the relevant review flag.

1. During visit scheduling, enable the Requires review after completion toggle.
2. This setting routes the completed visit for consultant review after submission by the engineer.

The flag is set at scheduling but remains editable in the visit detail panel within the planner.

How Recurring Visits Are Managed

Recurring activities automatically queue their next occurrence once a visit is scheduled, reducing manual follow-up.

1. When a recurring activity or visit is confirmed, the system automatically queues its next occurrence as To plan with the correct next date based on the activity's frequency.
2. If rotation sampling is enabled on the compliance rule, the next occurrence targets the subsequent subset of assets instead of repeating the same.
3. Skipping or cancelling a visit does not consume the next occurrence; it remains in the To plan queue for scheduling.

Summary of Planner Calendar View Modes

View Mode	Description	Row Modes Available
Week	Default view showing visits planned by week.	Toggle between Location and Engineer rows.
Month	Monthly overview of visits.	Fixed to location rows; multi-location view collapses to first location.
Day	Detailed daily visit list.	No row-mode toggle.
Agenda	Chronological list of upcoming visits.	No row-mode toggle.