How to Create Site Visit Reports

Build a site visit report in FieldPulse to see each visit under a job with its workflow status, assigned team members, and scheduled and job durations.

Who uses this: Admins have full reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have reporting access. Availability: All regions.

A site visit report is built from the Jobs > Site Visits tab in raw data reporting, and it pulls site visit records — status, schedule, durations, assigned users, and the totals on the related estimate and invoice — into one table you can filter, group, and export.

Overview

A site visit report shows the individual visits scheduled under your jobs, so you can see where each visit sits in your workflow, who is assigned to it, and how long it was scheduled for against how long it ran. Use it when one job takes more than one trip and you need the visits themselves — not the parent job — in the table. Common site visit reports include site visits by status and site visits by assigned team member.

Building a site visit report follows the same path as every other raw data report — set a date range, choose the columns, set filters, then read the table. Site visit reporting is part of FieldPulse’s dashboards and reporting. For the parts of the reporting flow that are the same on every record type — saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a site visit report from the date range through columns and filters

Before you begin

• Add the site visits you want to report on. See How to Add Site Visits.

• Check that your role has reporting access. An Admin has full reporting access; a Team Manager needs Full Reporting access turned on.

Set the date range

1. Select Reporting under the Management tab in the left-side menu.

2. Select the Jobs tab, then the Site Visits tab.

3. Select Raw Data.

4. Select the calendar icon and choose the start date range you want to report on.

5. Select Load Data.

The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which site visit fields appear in the report table and the order they appear in.

The site visit report includes these columns by default:

Column	What it holds
#ID	The job number
Customer	The customer linked to the site visit
Contact	The customer contact selected on the job record — Contact Name, Contact Email, and Contact Phone
Title	The site visit title
Subtitle	The site visit subtitle
Status	The site visit workflow status
Start Date/Time	The date and time the site visit was scheduled to begin
End Date/Time	The date and time the site visit was scheduled to end
Created At	The date and time the site visit was created in FieldPulse
Created By	The author of the site visit
Location	The service location for the site visit
Assigned Team Members	The users assigned to the site visit
Assigned Teams	The teams assigned to the site visit
Related Invoice Status	The status of the linked invoice
Total Invoice Amount	The total amount on the related invoice
Total Estimate Amount	The total amount on the related estimate
Total Invoice Amount Due	The remaining balance on the related invoice
Total Amount Paid	The amount paid on the related invoice
Assets	The assets linked to the job record
Related Estimates and Invoices	Record numbers for estimates and invoices linked to the job record
Notes	Notes on the job and site visit records
Field Notes	Notes left by the assigned users on the job record
Tags	Tags attached to the job record
Related Project	The project linked to the job record
Job Duration	Time spent in the In Progress status type, in HH:MM:SS — Job Duration Decimal holds the same time in hours
Scheduled Duration	Time scheduled for the site visit, in HH:MM:SS — Scheduled Duration Decimal holds the same time in hours
Travel Duration	Time spent in the On The Way status type, in HH:MM:SS — Travel Duration Decimal holds the same time in hours
Total Timesheet Duration	The sum of all timesheets related to the job record, in HH:MM:SS — Total Timesheet Duration Decimal holds the same time in hours
Custom Fields	User-created fields related to the job record
Estimate — Product	Total Product Cost, Total Product Amount, and Total Product Margin on the related estimate — the sum of product line item costs, the sum of product line item prices, and the overall margin on those line items
Estimate — Service	Total Service Cost, Total Service Amount, and Total Service Margin on the related estimate — the sum of service line item costs, the sum of service line item prices, and the overall margin on those line items
Invoice — Product	Total Product Cost, Total Product Amount, and Total Product Margin on the related invoice — the sum of product line item costs, the sum of product line item prices, and the overall margin on those line items
Invoice — Service	Total Service Cost, Total Service Amount, and Total Service Margin on the related invoice — the sum of service line item costs, the sum of service line item prices, and the overall margin on those line items
Customer (record fields)	Customer-record fields carried onto the site visit — Custom Fields, Customer Phone, Customer Email, Customer Phone 2, Customer Email 2, Customer Assigned To, Customer Lead Source, Customer Pipeline Status, Customer Next Steps, Customer Notes, Customer Job Notes, Customer Created Date, and Customer Tags

The report also includes a Clock In Date/Time column and a Clock Out Date/Time column. Customer Job Notes holds the job notes stored on the customer record, which are inserted onto job records automatically.

Several of these columns report on the parent job rather than the visit itself. Assets, Field Notes, Tags, Related Project, Related Estimates and Invoices, and Custom Fields all describe the job record the site visit belongs to, and Notes covers both the job and the site visit records.

Job status workflow columns

The Job Status Workflow group adds a set of columns for each status in your custom status workflow:

Column	What it holds
Current Total Time in Status	Recorded in HH:MM:SS
Completed Total Time in Status	Recorded in HH:MM:SS

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

Most fields filter by contents — you choose an operator and enter a value. These fields filter differently:

Filter	How you filter
Contact Name, Contact Email, Contact Phone	Select the name, email address, or phone number
Status	Select the status
Start Date/Time, End Date/Time	Filter by date
Related Invoice Status	Select the status
Related Project	Select the project
Custom Fields	Select the custom field
Older Than, Within the Last, Within the Next	Enter a whole number and pick a duration unit, from Minutes through Decades
Customer Phone, Customer Email, Customer Phone 2, Customer Email 2	Select the phone number or email address
Customer Lead Source	Select the lead source
Customer Pipeline Status	Select the status

The remaining filters take contents — #ID, Customer, Title, Subtitle, Created At, Created By, Location, Assigned Team Members, Assigned Teams, Assets, Related Estimates and Invoices, Notes, Field Notes, Tags, the four duration filters and their decimal versions, Customer Assigned To, Customer Next Steps, Customer Notes, Customer Job Notes, Customer Created Date, and Customer Tags.

The Older Than, Within the Last, and Within the Next filters calculate dynamically from the current time in your timezone every time the report runs, so your saved reports never go stale.

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all records created by Tom Gause only
Not Equal	Different from a specified value	Tag - Not Equal to HVAC	For all records except those using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all records below #1144
Less Than or Equal To	Lower than or equal to a specified value	Job Date/Time - Less than or equal to 12/13/2023	For jobs scheduled before or on 12/13/2023
Greater Than	Greater than a specified value	Job Duration - Greater than 60 minutes	For jobs in the In Progress status type for over 60 minutes
Greater Than or Equal To	Greater than or equal to a specified value	Job Date/Time - Greater than or equal to 1/1/2024	For jobs scheduled on or after 1/1/2024
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all estimate records with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all job records beginning with Annual
Ends With	Ends with a specified value	Location - TX	For all job locations ending with TX
Blank	No values are in the field	Subtitle	For all job records with blank subtitles
Not Blank	Values in the field	Notes	For all job records with values in the notes field

Common site visit reports

Two site visit reports come up most often. Each one is the same report grouped a different way — drag the column you care about into the grouping area, and keep that column in the report.

Report	What it shows	Columns	Group by
Site visits by status	Site visits sorted by workflow status	Customize to your needs, but include Status	Status
Site visits by assigned team member	Site visits sorted by the team member assigned to complete them	Customize to your needs, but include Assigned Team Member	Assigned Team Member

Video walkthrough: Building site visits by status and site visits by assigned team member

FAQs

Can I save a site visit report to use again?

Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow.

Can I export a site visit report to a spreadsheet?

Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device.

Related articles

• How to Use Raw Data Reporting

• How to Add Site Visits

• Projects vs. Jobs vs. Site Visits Details

• How to Create Job Reports

• How to Create Timesheet Reports

Your site visit report is working when the table returns the visits you expected for the date range, shows the status, assignment, and duration columns you selected, and groups those visits by status or by assigned team member once you drag that column into the grouping area.