Schedule a Site Visit

On This Page

• When to Use This
• Schedule a Visit
• What Rhythm Fills In for You
• Why a New Visit Might Be Refused
• Related Reading

Scheduling a site visit records when a visiting team will travel to a school for accreditation.

When to Use This

Use this when you need to add a new site visit to the calendar for a school in your program. To change the dates or details for a visit that already exists, see Update or Delete a Site Visit.

Prerequisites

• The school must already have an accreditation in the program you're working in. If it does not, see Add a School to a Program first.
• At least one visit type must exist for your program.
• If the visiting team will submit evaluations, at least one active evaluation process must exist.

Schedule a Visit

1. Go to Accreditations › Site Visits and select Create a Site Visit. You can also start from the school's Visits tab, which fills in the school and starts the suggested name with the school's name.
2. Choose the School:.
3. Choose the Visit Type:.
4. Set the Start Date and End Date.
5. Review the suggested Name:, and adjust it if needed.
6. Optionally set Date Roster Sent:.
7. If you want visiting team members to submit peer evaluations in the Portal, check Allow visiting team members to submit evaluations in the portal, then choose an Evaluation Process: and, optionally, an evaluation date window.
8. Optionally add Notes and complete any custom fields your account uses for visits.
9. Select Save Changes.

Result

Rhythm creates the visit and opens its record page.

What Rhythm Fills In for You

• The end date defaults to one week after the start date you choose. You can edit the end date each time you schedule a visit, but the one-week default is not configurable and has no setting to change or remove it. If you enter your own end date and then change the start date again, Rhythm replaces your end date with the one-week default.
• The suggested name uses the visit's start month, the school's name, and the visit type. For example, "2026-03 - Example Academy Regular Visit." Rhythm rebuilds the name whenever the school, visit type, or start date changes, even if you already typed your own wording. To keep a custom name, choose the school and visit type first, then edit the name last.
• The visit's identifier comes from the school's accreditation, so you do not need to enter one.
• The school's current accreditation phase is added to the new visit automatically.
• The reports the visit owes are based on the visit type and are set when Rhythm creates the visit.

Warning

Choosing an Evaluation Process: uses the same mechanism that suggests the visit name from the school. After you choose a process, later name suggestions use the process name instead of the school name. If the visit name looks wrong after you choose an evaluation process, retype it by hand.

Why a New Visit Might Be Refused

• School, visit type, name, start date, or end date is missing. All five fields are required.
• No visit type exists yet in your program. Set up at least one visit type first.
• Evaluations are allowed but no active evaluation process exists. Set up an active evaluation process, or leave evaluations off for now.

When Rhythm refuses to save a new visit, it shows a message explaining why and keeps everything you entered so you can correct it and try again.

Related Reading

To see the new visit with its team, reports, activities, and evaluations, see Find and Review Site Visits. To change a visit later or remove one scheduled by mistake, see Update or Delete a Site Visit. Custom fields on the form come from your account's custom field setup for visits.