Your first client visit is where Kolva comes to life. This article walks you through the complete visit workflow: planning your day, recording one GPS proof at the explicit check-in of a physical visit, reviewing the AI briefing, taking notes, and checking out with a follow-up scheduled.
Planning Your Day with My Day
Open the My Day view from the mobile app. This is your daily command center — it shows all scheduled visits, ordered by the AI route optimizer to minimize drive time.
- Tap Add Visit to create a new visit for today.
- Select a client from your list or search by name.
- Set a visit objective — what you intend to accomplish (e.g., present new product line, follow up on quote, collect payment).
- The visit appears on your daily timeline. Drag to reorder if needed.
Pro Tip: Let the route optimizer arrange your physical visits. It considers saved client locations, road traffic, priorities, and your chosen starting point. If you start from your current position, Kolva uses it once to calculate the route and does not persist, cache, or log it.
The Decision Brief
Before each visit, Kolva generates a decision brief from customer and ERP context. The brief includes:
- Last visit summary — When you last visited and what was discussed.
- Order history — Recent orders, average order value, and trends.
- Open invoices — Any unpaid balances that may need addressing.
- Business signals — Churn risk score, reorder predictions, and product recommendations.
- Conversation tags — Key topics, objections, and action items from previous visits.
The briefing appears automatically when you check in, or you can view it anytime by tapping the client's card in My Day.
Check-In with GPS
When you arrive at the client's location for a physical visit, tap Check In. Kolva captures one GPS proof point and timestamps the start of that visit. This proof does not automatically overwrite the client’s saved address.
Note: GPS check-in requires location permission. It applies only to an explicit physical-visit check-in: phone visits do not request GPS, and Kolva does not continuously track your position.
Taking Notes During the Visit
During the meeting, you can type notes directly in the visit form or use the voice debrief feature. Tap the microphone icon and speak naturally for 60 to 90 seconds. Kolva transcribes your voice and extracts structured data: commitments made, objections raised, products discussed, and next actions.
Checkout and Follow-Up
When the visit is complete, tap Check Out. Check-out records the end time without requesting or storing a new GPS position. Kolva will prompt you to:
- Schedule a follow-up visit — defaults to 7 days from today.
- Send a follow-up message — choose from email or WhatsApp templates generated by the AI.
- Log an order — if the client placed an order during the visit, capture it immediately.
Pro Tip: Always set a follow-up date at checkout. Kolva uses this to build your future daily plans and reminds you when a follow-up is overdue.