Feature Availability

Vtiger Editions: One Professional | One Enterprise

Introduction

If your business relies on field sales representatives for on-site customer visits, you need accurate tracking and real-time visibility into meetings. Vtiger Mobile App’s GPS-enabled features allow your sales agents to plan customer visits, navigate to event locations, and perform secure check-in and check-out actions using geo-tagging.

With real-time location tracking and geofence validation, sales managers can monitor field activity, generate visit reports, and improve operational accountability. Sales agents can also use check-in data for expense claims and time tracking.

Key Features

The key features of GPS-enabled Onsite Events in the Vtiger Mobile App are:

• Geo-tagged Check-in and Check-out: Capture accurate location details at the start and end of onsite meetings.
• Geofence Validation: Automatically detect whether a check-in occurs within the event location's defined radius.
• Navigation Support: Get directions to the event location directly from the app.
• Real-time Visit Updates: Managers receive instant updates when agents check in or complete meetings.
• Visit Reports: Access standard reports, including check-in summaries and exception reports for geofence violations.
• Meeting Notes & Follow-ups: Add quick notes and schedule follow-up meetings after marking an event as held.

Benefits

The benefits of using GPS-enabled Onsite Events in Vtiger 360 are:

• Improved Field Transparency: Managers gain real-time visibility into sales activities.
• Increased Accountability: Geo-tagging ensures accurate verification of onsite visits.
• Better Time Management: Agents can track actual meeting durations.
• Accurate Expense Reporting: Check-in and check-out logs support travel and reimbursement claims.
• Enhanced Productivity: Streamlined navigation and quick event actions reduce manual tracking.

In this article, you will learn about:

• Configuring GPS settings
• Creating an on-site Event
• On-site Event actions
• Check-in process
• Check-in and check-out details
• Event Reports
• Troubleshooting Tips

Key Terminology

Configuring GPS settings

Please follow these simple steps to view and configure GPS settings on the Vtiger CRM website.
 

1. Log in to the CRM.
2. Go to the main Menu.
3. Click Settings.
4. Click Configuration under the Mobile App section. The mobile configurations page opens.
5. Set the Geofence Radius (in kilometers or miles).
6. Enable Allow Check-in Outside Geo Fence to allow check-ins outside the geofence.
7. Enable Track Check-out Location to track the check-out location.

Note:

• Only admins can access and configure GPS settings in the web app.
• The radius configured here will determine whether a check-in is inside or outside the geofence for the target location.

Creating an On-site Event

To create an onsite Event, select Activity Type = “Onsite meeting.”
By default, the Organization billing address or the Primary Contact’s mailing address is considered the event location.

On-site event creation in Vtiger 360

On-site Event actions

The following actions can be performed for onsite Events:
1. Navigation to the Event location.

• Click on Navigate to find the best route to the Event location.

  

2a. When an onsite Event is in planned status, the agent can

1. Check-in - To start the on-site meeting and Geo-tag the event location
   • Fromthe  Vtiger 360 dashboard
     
   • From Event record
     

Note! To detect the device’s current location for check-in, GPS location of the device has to be turned on.

2. Reschedule - This option is used when the planned meeting has to be moved ahead by 1 day or 2 days or 3 days or a custom date/time.
3. Cancel - To cancel a planned meeting
   

2b. When an onsite Event is in checked-in status, the agent can

1. Mark as held and follow up - This option is used when an Event is held and a follow-up event must be scheduled with the same participants.

2. Cancel - To cancel a checked-in meeting that did not happen

   

Check-in process

When the agent checks in to the Event outside the geofence, a warning is displayed to the user indicating that the check-in will be marked as a violation. The agent can still proceed with the check-in.
To continue, tap on Yes.

Event status is set to Checked-in once the check-in action is complete.

Note:

• Only Event owners are allowed to check in.
• Multiple check-ins are not allowed at the same time.

Check-in and check-out details

The check-in details block in the Event record captures information related to the last check-in

• The check-in location is viewable on the map.
• Check-in comment
• Check- in date/time
• Geofence violation[Yes/No].
• Geofence violation distance computed based on the actual location of check-in

Once the meeting is complete, the agent can mark it as held and enter the meeting notes.

Check-in and check-out comments:

The check-out details block in the event record captures information related to the check-out action.

• Check-out comment.
• Check-out date/time.
• Actual duration of the Event

• 

Reports

Default agent visit reports are available in the Activity Reports folder.

1. Agent check-in report: Agent visit report with details of check-in and check-out.

2. Agent check-in exception report: Agent visit report detailing check-ins outside the geofence radius.

Troubleshooting Tips

If you face any issue with check-in, please change your location mode in your Android device from High accuracy to Device only.