Schedule a Site Visit

A lead activity is a visit booked on the calendar for one of your leads — usually a site visit so a team member can go look at the property. Scheduling one puts the appointment on the calendar, assigns who’s going, and (when you’re ready) notifies the team and the customer.

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Before you start

A lead needs a few things in place before it can be scheduled. The lead must have a first name, last name, a fully resolved address (street, city, and state), either a phone or an email, and a branch assigned. Picking an address from the suggestions as you type fills in the city and state for you.

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Start scheduling

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Fill in the visit

The scheduling panel pre-fills what it can from the lead — you just confirm and finish.

• Lead Name — the lead this visit is for. It’s already selected, but you can switch to another lead, or use Create New Lead if you need one on the spot.
• Phone Number and Email — pulled from the lead’s contact; adjust if needed.
• Address — the property address, copied from the lead. Retype to change it. Use the optional Address line 2 for an apartment, suite, or unit number.
• Project Name — a name for the work, pre-filled from the lead. Edit it to whatever’s clearest.
• Assign To — the team member going on the visit. Search and pick someone (if you can only assign yourself, this shows you automatically). When Best Match is turned on, a Best Match list takes this field’s place — see Pick who goes with Best Match.
• Date, Start Time, and End Time — when the visit happens.
• Lead notes — copied from the lead so the assignee has context; edit freely without changing the lead itself.
• Client Confirmed — check this once the customer has confirmed the appointment.
• Hot Lead — check this to flag the lead as high-priority. On the calendar the visit shows a flame icon so it stands out.
• Flexible Client — check this when the customer is flexible on timing. On the calendar the visit shows a shuffle icon.

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Pick who goes with Best Match

Best Match suggests which salesperson to send, ranked by who’s free soonest or who’s closest to the property. When it’s on, a Best Match box replaces the Assign To field in the Schedule New Lead Activity panel.

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What it needs

• A date — the list loads as soon as the panel has a Date. That’s the day you clicked on the calendar, or today. Change the date and the list refreshes.
• Start Time and End Time — when both are set, Best Match looks for an opening that long. Otherwise it looks for a one-hour opening.
• Address — used to work out driving distance. Without an address, you still see when people are free, but no distances.

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Who’s suggested

The list shows every active Sales Admin and Sales Member in the visit’s branch, each labeled Sales Person. If there’s nobody, you’ll see “No salespeople found for this branch.” To find someone quickly, type in Or search for a specific person. It narrows the list by name.

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Sort by Soonest or Nearest

• Soonest (the default) — people with the earliest opening come first.
• Nearest — people closest to the visit address come first. People without a distance go to the bottom.

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What each person shows

• Availability badge — when their next opening is, such as “Available 9am today,” “Available 2:30pm tomorrow,” or “Available in 3 days.” Today and tomorrow are counted from the actual current date, not the date you picked. The person with the soonest opening gets a green badge. Unavailable means Best Match found no opening in the two weeks starting on your chosen date.
• Distance badge — the driving distance to the visit address, such as “12.4 miles away.” Hover over it to see where the drive starts, for example “12.4 miles drive from home” followed by the address. The drive starts from their home, their branch, or their previous lead address if they already have a visit that day.

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How availability is worked out

A person’s next opening:

• Falls on a day the branch is open and the person works, within that person’s own hours.
• Skips days where they’ve already reached their daily lead activity limit.
• Doesn’t overlap anything published on their calendar (job shifts, tasks, and lead activities), or any time off.
• Leaves room around existing appointments. That’s the branch’s minimum time between appointments, or the drive time between this visit and another visit they have that day, whichever is longer.

People set their working days, hours, start point, and daily limit in their own profile — see Your profile. Branch open days and the minimum time between appointments come from Branches. For the exact rules, see Best Match availability.

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Pick a person

Click a person to assign them. Best Match then fills in the time for you:

• Start Time is set to their next opening, with a note that it was auto-filled from that person’s next available slot.
• If that opening is on a different day, Date changes too, with a note that it moved to their next available day.
• End Time only changes if the new start would land at or after it. Otherwise it stays where it was, so check it before you save.

Picking someone marked Unavailable assigns them without changing the date or time. If you change the date or start time yourself afterward, the auto-fill notes go away.

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Save as draft or publish

Two buttons at the bottom decide what happens next:

• Save Draft — books the visit but keeps it as a draft, so you can finish the details later. Nobody is notified yet.
• Publish Activity — confirms the visit. Before it saves, you’ll choose who to notify — the assigned team and the lead’s email — and can add extra email recipients.

Either way, the visit appears on the calendar and in the lead’s Upcoming Events list.

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Manage a scheduled visit

Open any lead activity from the calendar (or from the lead’s Upcoming Events) to review or change it. From there you can update the time, reassign it, or Delete it — when deleting, you can optionally notify the assigned user and the lead contact.

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What’s next