This guide helps managers and admins create and manage optimized beat plans for field users using URVA. It includes step-by-step instructions with built-in assumptions for clarity.

STEP 1: Assign Areas to Users

• Go to the Beat Plan module in Admin Settings.

• Assign areas to specific users under your hierarchy.

  • Assumption: Area Name can be duplicated, but Area Code must be unique.

• You can use the bulk upload feature to assign areas quickly.

STEP 2: Map Customers to Areas

• Customers are mapped to areas using a designated meta field.

• Users will only see customers assigned to their mapped areas.

  • Assumption: If no beat plan exists, any customer can be assigned manually.

STEP 3: Begin Beat Plan Setup (Draft Stage)

• Create a new Beat Plan draft.

• Define the objective (tasks, meetings, calls).

• Set duration for the plan (Start & End dates must lie within the same month).

• Set visit limits (Min Count per Month). A default value will be pre-filled.

  • Assumption: Manager can modify visit count if needed.

STEP 4: Run a Mapping Check

• Click "Run Check" to identify any unmapped customers or assignment areas or unmapped areas.

STEP 5: Configure  Beat Plan

• Go to Beat Plan on web and +NEW button to add a new beat plan.
  

•  Enter Name, Description.
  

• Choose the month for which the beat plan is to be created. (Currently we can choose the entire month)
  

• Select Collection. (Customers data base), Choose the criteria like Tasks, Meetings and Calls.
  

• Next select hierarchy for choosing the areas.
  

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• Now define the minimum visit count like the number of tasks, meetings or calls to be done by the user in the working days of month.

• Choose the "Hierarchy level end date" which the last approval date for the admin hierarchy. If the date surpassed then it is auto-approved.

• Select date for "Customer Filter level end date". This is the date by which the mobile users can choose the customers to be met in the coming month from the entire assigned customers.
  
• Click Submit to create the Beat Plan and submit for Manager Approval. the hierarchy admin will get an email for the creation and review the beat plan. (If no action is taken, the system auto-closes pending items and finalizes.)
  
• Email notifications are sent to Hierarchy admin, reporting manager and user for the upcoming beat plan or any changes made to it.

Assumptions:

1. Company holidays are considered.
   
2. Employee leaves are NOT considered automatically in scheduling.
   
3. System auto-adjusts visit limits and recalculates tasks if customer volume exceeds the plan.
   
4. Submit the plan for manager approval and FOS-level customer review.
   
5. Beat plan is auto-assigned overnight; users can rearrange visits before publishing.
   
6. Publishing locks visit counts; only customer additions and overflow adjustments are allowed.
   
7. Users can view beat plans on web (calendar view) and mobile (daily tasks).

• Example: 100 required visits over 10 days across 10 areas.
  
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• Ideal: 10 visits/day.

• Auto allocates based on customer volume per area.

• No area overlaps per day.

• Rounding Rule:

  • 1.1 to 1.9 = 1 day

  • 2.5 = 2 days