Overview and functionality

Manage or add appointments for customers

Create tour

Daily visits

User settings

Overview and functionality

With manual, non-automated POLUMANA® travel planning, you can manage and plan your customer appointments independently of automated route planning. Manual tour planning includes the following components, among others:

iOS	Function
Optimise	Plan tour
	View tour on map
	Navigate to this address (customers)
	Create new customer appointment
	Set a visiting rhythm

Consideration of the customer’s visit/business hours

By default, business hours are preset for all customers. By clicking on the pencil, however, you have the option to customise these business hours.

Unless otherwise stated, business hours are set as standard as follows:

Monday – Sunday from 07:00 – 12:00 and from 13:00 – 17:00.

You can reset these customised business hours to the default by clicking on the recycle bin icon.

Create tour

To create a tour, you must first provide the desired customers with appointments within the Customers application. See chapter Managing or adding appointments for customers. Use the filter to filter customers according to your desired selection.

Manage or add appointments for customers

There are many places in polumana where you can enter customer appointments or appointments without a customer reference. Appointments can generally be scheduled on any day and at any time. Depending on the duration of the visit, the rest of the day is scheduled with customers in the region. If you call up a customer appointment directly from the customer, this customer is already displayed in the appointment window.

In addition to regular customer visits, it is advisable to schedule other appointments such as workshop visits or doctor’s appointments etc.. This ensures that the app does not generate unrealistic route suggestions. You can realise this by assigning a fixed date without customer reference.

In the Customer application, you have the option of planning appointments for this customer.

You have the following options:

Start tour suggestion

iOS	Function
Optimise	Start tour suggestion

To start the tour suggestion, open the Daily visits application.

To display the customers to be visited, first select the filter according to the desired date.

Then tap on “Optimise” to optimise the route.

You will receive a tour suggestion according to your defined parameters. The screen is now divided into two units. On the left you will see the actual route suggestion and on the right you will see unscheduled customers. You can now remove customers from the tour plan and add unscheduled customers to the tour plan as required. The tour plan is saved by clicking on the Save button and can then be called up in the Daily tour application.

Day visits

Within the day trip you will now see the result of the POLUMANA® trip planning. In the lower area you will see the dates. If you click on the desired day, the tour for that day will be opened. The tour itself is displayed by clicking on the “View tour icon”.

You can define which address is the home address in the basic settings for route planning.

View day tour on map

If you click on the View tour on map icon in the Day tour application, the map will open and you will now see the tour visualised. You now have the option of restricting the date in the lower area so that you only see the tour for today or tomorrow, for example. In addition, you can also assign appointments in this view by clicking on the Create new customer appointment icon at the bottom.

Please note that a new appointment can also be created without a customer reference. In this case, these are non-tour appointments such as workshop visits or similar.

The different colours in the tour route mark the different days. In the example above, you can see extracts from two days. Journeys are also numbered for better orientation.

User settings

Basic parameters can be set in the user settings. You have the option of setting the following basic parameters:

• Calendar
  • Calendar name: Enter your desired iOS calendar here
  • Appointment time zone: Set the time zone in which you are planning the tour here
• Daily Visits
  • Appointment duration: This is where you define the duration of an appointment. You can of course change the duration at any time later on
  • Reminder: Each appointment can be supported with a reminder function. Here you can set whether you want to set reminders for all appointments in advance. Here too, reminders can be changed at any time afterwards
• Work day
  • Enter your personal working hours here. The tour planner will use this data to optimise the tour for you
• Own locations
  • Own locations: It is not mandatory to enter a home address, but it is very helpful. For a so-called rally (i.e. not round trips), POLUMANA® tour planning will take you back to your home address every day. The next day, the tour will start again from your home address
  • Hotels: You can enter as many hotels as you like here. In this context, please note the “Allow overnight stay” parameter
• Allow overnight stays
  • In general, you can enter the days on which you would like to stay overnight here. The two parameters “Minimum distance to home town” and “Journey to hotel” determine whether POLUMANA® tour planning takes you to a hotel of your choice or to your home town. The entries for the distance in kilometres and minutes are responsible for this. If the hotel and the home town are too far away, the tour ends at the last customer. It is up to the employee where he stays overnight. He starts the next day where he left off.

After the tour has been completed and the customers have been visited, POLUMANA® offers the option of recording the customer visits in a structured manner in the visit reports application