Your first client visit is where Kolva comes to life. This article walks you through the complete visit workflow: planning your day, checking in with GPS, 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 AI route optimizer arrange your visits. It considers client locations, traffic patterns, and your starting point to build the most efficient route. You can tap "Optimize Route" after adding all your visits.
The AI Briefing
Before each visit, Kolva generates an AI briefing for the client. The briefing 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.
- AI 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, tap Check In. Kolva captures your GPS coordinates and timestamps the visit. If the client does not have GPS coordinates on file, Kolva will prompt you to save the current location for future visits.
Note: GPS check-in requires location permissions in your browser or device settings. The location is used for visit verification and route analytics only.
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. 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.