A scheduled visit sometimes needs an update after you create it. You might change the date, turn on evaluations during planning, or delete a visit that was created by mistake. This article explains how to update an existing visit or delete one.
When to Use This
Use this article when a visit already exists and you need to change its details or remove it. To schedule a new visit, see Schedule a Site Visit.
Prerequisites
- The visit must already exist.
Change a Visit's Details
- Open the visit's record (see Find and Review Site Visits) and select Edit Visit.
- Update the fields you need to change.
- Select Save Changes.
Result
Rhythm saves your changes and returns you to the visit's record.
Warning
When you change the Start Date on an existing visit, Rhythm reruns the same suggestions it uses when you schedule a new visit. Rhythm can replace the visit's name and end date without asking first, so check both fields after you change the start date on a scheduled visit.
Tip
Changing the visit type does not recalculate the reports due for the visit. The visit still owes the reports for the type it had when it was created or last recalculated.
Turn On Evaluations for the Team
- Open the visit and select Edit Visit.
- Check Allow visiting team members to submit evaluations in the portal.
- Choose an Evaluation Process:.
- Optionally set Allow Evaluations After: and Allow Evaluations Until: to limit when the team can submit evaluations.
- Select Save Changes.
Result
The visiting team can now submit evaluations for each other in the Portal, using the process you chose and the submission window you set, if any.
When you uncheck the evaluations option, Rhythm hides these fields again. If you choose a process and then uncheck the box without saving, Rhythm discards that unsaved choice. If a process was already saved on the visit, it stays in place.
Record the Roster Date, Notes, and Custom Fields
Use the same edit form to record Date Roster Sent:, which is the date the team roster was sent to the school. You can also add free-text Notes and any visit custom fields defined for your Rhythm account. Rhythm does not fill in these dates or fields automatically; for example, sending a team notice does not set the roster date for you.
Delete a Visit
- Open the visit's record and select Delete Visit (or Delete this Visit from the options menu).
- Confirm the deletion.
Result
Rhythm deletes the visit and takes you to the school's page. You cannot undo this from the Console.
Warning
Rhythm cannot delete a visit while any activity, report, team member, evaluation, or billing run action still points to it. If Rhythm refuses the deletion, remove those dependent records first: activities, reports, team members, and evaluations one by one from the visit's own tabs. Then try again. A billing run action that points to the visit cannot be removed from the visit's page itself.
Tip
A visit can also be blocked from deletion by a relationship left behind after a billing run notice for it was deleted. If the deletion keeps failing for reasons you cannot otherwise explain, ask Support to check for a stale billing-run relationship on the visit.
Related Reading
To schedule a visit, see Schedule a Site Visit. To find a visit you need to change, see Find and Review Site Visits. Rhythm keeps every change to a visit in audit history. Custom fields come from your Rhythm account's custom field setup for visits.