Visits and check-in
Check in at the school gate with your location and a photo, then write the visit report whenever the meeting is over.
A visit from the app has two steps. You check in at the gate, which proves you were at the school. You write the report once the meeting is over, from anywhere: in the car, at the next school, or on the portal that evening. Only the check-in has to happen at the school.
Check-ins open once you've started your day with a photo of your odometer, and close when the day ends. Until then, Start day sits where Check In would be. Writing reports doesn't wait on the day.
Visits are not approved. Once the report is written the visit is logged, and it stays yours to correct. Your manager reads your visits on the portal and can leave a comment. See Visits for the portal side.
Check in at the school
Open the check-in
Open Visits and tap Check In at the top right. If Start day is there instead, start your day first. The Check In screen opens and the app starts getting your position straight away ("Getting a GPS fix…"). The first time, Android asks for the location permission.
Pick the school
Under School, tap Select school. The schools assigned to you drop down, each with its code, city and state under the name. Type in the search box at the top to narrow the list by the school's name, city or state, for example "Cambridge" or "Jaipur", then tap the school you are at. The search runs on the phone, so it works without a signal. To change the school, tap the field again.
As soon as you pick a school, the app shows how far you are from it:
- Inside the fence: "You are 40 m from Green Valley School — inside the 100 m limit."
- Outside the fence: "You are 1.2 km from Green Valley School. You can only check in within 100 m — move closer and refresh your location."
- School not on the map: "Green Valley School has no coordinates on file, so the distance cannot be checked. Ask your admin to map it."
If you are outside, walk closer and tap Refresh location.
If the school is not in the list, add it there and then. See below.
Pick the visit type
Under Visit type, tap Intro, Product demo, Follow-up or After-sales. You can change it later in the report.
Take the photo
Under Photo of the school, tap Take photo and photograph the gate, the name board, or wherever you are meeting. It is the proof of the visit your manager sees. You can pick one from the Gallery instead, and Retake it if it is not clear.
Tap Check in
Check in works once the app has your location, you are not outside the fence, and you have picked a school, a visit type and a photo. Until then the app tells you what is missing, for example "Add a photo to check in."
The visit is saved on the phone first and sent to SalesYatra straight away if you have a signal. Either way, the report opens next, with a note saying whether the check-in has synced. Write it now, or tap Finish later and come back to it from the Visits list.
If SalesYatra refuses the check-in while you are still on the screen, the reason appears above the Check in button and your photo is kept, so you can put it right and try again.
Add a school that is not on your list
- Under School, tap Not on your list? Add a new school. A form opens in place of the list.
- Fill in the School name, Address, City / District, Pincode, State and Territory. The Board and Phone are optional. The territory and state start as the ones most of your schools are in.
- Leave Pin the school where I am standing ticked if you are at the school. The school is put on the map where you are, so your later visits there are fenced like any other school's. Untick it if you are somewhere else. If your location is rough, the app says how accurate it is, and you can tap Refresh location first for a better pin.
- Tap Add school. The school goes on your list and is chosen for the check-in. Carry on with the visit type and the photo.
Adding a school needs a signal, because SalesYatra gives it its code. The administrators are told you added it, and one of them checks its details later. If the school is already in SalesYatra on someone else's list, the app says whose, and you need an administrator to add you to it. See Add a school from a visit.
The fence
- A school's fence is 100 metres around its map pin. An administrator can widen it for a large campus, up to 500 metres, in Schools.
- A school with no map pin has no fence. You can check in there, and your position is still recorded with the visit.
- The app measures the distance with the same rule SalesYatra uses, so it warns you at the gate, before you fill anything in.
- When SalesYatra itself refuses a check-in for distance, the reason reads like this: "You are 5.0 km from Green Valley School — visits can only be logged within 100 m of the school."
- The check-in time recorded is when the phone took your position, not when the check-in reached SalesYatra. A check-in made with no signal still shows the time you were at the gate.
- SalesYatra refuses a check-in made with no day started, or after the day ended: "Start your day in the app before checking in — open Visits and tap Start day." It goes by the time of the check-in, so one made before the day closed and synced after is still taken.
If the app cannot get your position
| The app says | What to do |
|---|---|
| "Location permission is required to check in at a school." | Allow location for SalesYatra in Android Settings → Apps → SalesYatra, then open Check In again. |
| "Could not get a location fix. Move into the open and try again." | Step away from buildings and tap Refresh location. |
Write the report
Open the report
In Visits, find the visit marked REPORT PENDING and tap Write report. The Visit Report screen opens with the school and date at the top.
Fill in the meeting
Enter Person met, check the Visit type and Academic year, and add any titles you sampled, follow-ups, collections and feedback. The fields are listed below. Tap Scan beside Titles sampled to add the specimens by their barcodes.
Tap Save report
The report is saved on the phone and sent when you have a signal, and the visit becomes LOGGED. There is nothing to submit after this.
You can also write the report on the portal: open Visits and select Write report on the visit.
Report fields
| Field | What to enter | Required |
|---|---|---|
| At the school | Shown, not entered: when you checked in, how far you were from the school, and the photo. Tap the photo to see it full screen. | — |
| Person met | Who you met, for example the principal. | Yes |
| Visit type | Intro, Product demo, Follow-up or After-sales, starting from what you chose at check-in. | Yes |
| Academic year | Filled in for you with the current academic year, for example 2026-2027. | Yes |
| Titles sampled | Tap Add for each title you handed over, search for it under Pick a title, and enter the Quantity, at least 1. | No |
| Follow-up actions | Tap Add for each thing that needs doing: pick the department (MARKETING, WAREHOUSE, ACCOUNTS or EXECUTIVE), type the Action required, and set a due date with Tomorrow, In a week or No date, or type one as YYYY-MM-DD. | No |
| Collections made | Tap Add for each payment you collected: pick the mode (CASH, CHEQUE, DD, UPI or NEFT), enter the Amount (INR), and the Reference no. if there is one. | No |
| Feedback | The outcome of the visit, the school's response and next steps. | No |
Titles sampled come off your stock
The copies you record as sampled are taken off your own stock, because a specimen copy is a real book you were carrying. You cannot record more than you hold. If you try, the report is refused with a message naming each title, for example: "You cannot sample more than you hold: English Reader 5 — you are carrying 2, not 3. Raise a self-stock request for more, or correct the quantity." The form stays open with everything you entered, so correct the quantity and save again. Check what you hold in My Stock.
Collections go to the billing desk
A collection you record is a claim until the billing desk confirms it into a receipt. Until then it does not reduce the school's dues. Once the desk has confirmed or dismissed a collection, editing the report does not change or remove it. If you change the mode, amount or reference of one the desk has already dealt with, the desk's record stays as it was and your edited line reaches the desk as a new claim. See Collections to confirm for the desk's side.
Follow-ups in Google Calendar
Once you have typed a follow-up's action, tap Add to Google Calendar beside it. Google Calendar opens with the action, the school and the due date filled in. Add an event to Google Calendar, below the follow-ups, starts an event for the school with no date, for anything else you want to remember.
Edit a logged visit
- Open Visits and tap Edit report on the visit.
- Change what you need and tap Save report.
What you cannot change is the proof: the position, the photo, the distance and the check-in time stay exactly as they were taken at the gate. Only you can edit your own visits.
If a report was already written and you are offline, the app cannot load it to edit, and says "The report already written for this visit could not be loaded. Connect to the internet to edit it." This stops a blank form from replacing what you wrote.
The Visits list
The list shows your visits, newest first, with the number logged under the title. Pull down to refresh and to send anything waiting on the phone.
| Badge | What it means |
|---|---|
| REPORT PENDING | You have checked in but not written the report. Tap Write report. |
| LOGGED | The report is written. Tap Edit report to correct it. |
| MOBILE / WEB | Whether the visit came from the app, with proof of location, or from the portal, without it. |
| WAITING TO SYNC | A check-in still on the phone. You can write its report before it syncs. |
| REPORT SYNCING | A report saved on the phone that has not reached SalesYatra yet. |
| NOT ACCEPTED | SalesYatra refused a check-in sent from the phone. See Working offline. |
Each card also shows how far from the school you were when you checked in. When your manager has commented on a visit, the comment appears on its card.
Good to know
- The visit date is the day you check in. The app has no way to log a visit for another day.
- The portal can log a visit in one go without a check-in. It is marked WEB and carries no proof of location, so your manager can tell the difference.
- The app holds the photo on the phone until it has uploaded, then deletes its own copy.
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