Visits Overview¶

Visits are the core records of monitoring activities in FieldOps. Every visit captures the responses collected during a field activity, together with supporting evidence, audit information and the monitoring template used at the time of data collection.

Whether you are conducting a supervision visit, inspection, assessment or project monitoring exercise, FieldOps ensures every visit follows a consistent and auditable workflow.

How Visits Work¶

The visit workflow follows a straightforward process.

Monitoring Template
        ↓
Create Visit
        ↓
Complete Monitoring Questions
        ↓
Upload Evidence
        ↓
Submit Visit
        ↓
Review & Approval
        ↓
Reporting & Business Intelligence

Each visit is linked to a specific monitoring template and captures all responses entered by the field officer.

What a Visit Contains¶

A visit typically includes:

Program
Project
Site
Visit Date
Monitoring Template
Monitoring Responses
Supporting Evidence
GPS Location (if captured)
Visit Status
Audit History

Together, these provide a complete record of the field activity.

Monitoring Questions¶

When a monitoring template is selected, FieldOps automatically loads all sections and monitoring fields associated with that template.

Field officers simply complete the questions presented on the screen.

Required fields must be completed before the visit can be submitted.

Visit Evidence¶

Supporting evidence can be uploaded as part of the visit.

Examples include:

Photographs
PDF documents
Reports
Supporting files

Evidence is securely linked to the visit and remains available for future review and reporting.

Visit Status¶

Every visit progresses through a defined workflow.

Draft
   ↓
Submitted
   ↓
Reviewed
   ↓
Approved

If issues are identified during review, a visit may also be rejected for correction before approval.

This workflow helps organizations maintain quality assurance and accountability.

Historical Accuracy¶

When a visit is created, FieldOps stores a snapshot of the selected monitoring template.

This ensures that completed visits always display the exact questions that were answered, even if the monitoring template is updated later.

Historical monitoring data therefore remains accurate and suitable for reporting and audits.

Benefits¶

Using FieldOps visits helps organizations:

Standardize monitoring activities.
Improve data quality.
Collect evidence alongside responses.
Maintain complete audit trails.
Produce reliable reports.
Support donor and compliance requirements.

💡 Best Practices¶

To maintain high-quality monitoring data:

Use the correct monitoring template for each visit.
Complete all required fields before submission.
Upload supporting evidence whenever appropriate.
Review information carefully before submitting the visit.
Keep monitoring templates up to date as programme requirements evolve.

➡️ Next Step¶

Continue to Create a Visit to learn how to create a new visit, complete monitoring questions and submit monitoring data.