A sales executive reports six school visits for the day. Two principals later say nobody came, the travel claim shows more kilometres than the route needs, and the follow-up promised in one meeting was never recorded. The manager has no way to tell which visits happened and what was agreed, so every report is either trusted blindly or questioned in full.
Decide what counts as a verified visit
Before choosing any app, agree on a definition. For most teams a verified visit has three parts: the employee was at the client location, the client confirms the meeting took place, and the outcome was recorded before the employee left. Each part answers a different doubt, and together they remove the need to cross-examine every report.
Write the definition down and share it with the team. Field staff are more willing to follow a process when the rule is clear and applied to everyone in the same way.
Use photo and GPS at check-in, within a geofence
A live photo taken at check-in, with the GPS location and time, shows where the employee was. A geofence around the client's address confirms it was the right place. Ask for the photo at the entrance or reception rather than of people, and set the geofence wide enough for large campuses.
Let the client confirm the meeting with an OTP
Location proves presence; it does not prove a meeting. A one-time code sent to the client by SMS or WhatsApp, and given back to the employee, confirms the client was involved. Use it where it adds value — high-value visits, new clients or disputed accounts — rather than for every short drop-in, and give managers a way to approve genuine exceptions with a reason.
- Require OTP for first meetings and high-value visits.
- Skip it for routine deliveries if photo and GPS are enough.
- Record a reason whenever a manager approves an exception.
How Pedinno Smart Field Squad handles the day
Smart Field Squad lets managers plan and assign visits, and staff check in from the Pedinno staff app with a live photo, GPS and geofence check. Meetings can be confirmed with a client OTP by SMS or WhatsApp, and staff record the outcome, requirements, next action and follow-up before leaving. Managers see the day on a live map with route playback and travel worked out between visits. Visits flow into the employee's daily MIS and 25 field reports.
Track only during work, with consent
Location data is personal. Limit tracking to working time — from attendance check-in to check-out, or only while a visit is in progress — and tell employees exactly what is collected and who can see it. Get their consent, let them pause during personal time, and keep the policy in writing. Smart Field Squad starts tracking only when it is authorised and the employee has consented, and the employee alone can resume tracking after pausing it.
Review exceptions, not every visit
Once visits are verified by default, managers can stop reading every report and focus on exceptions: missed planned visits, failed OTPs, check-ins outside the geofence and long gaps in the route. Review these daily for the first month, then weekly. Compare verified visits with outcomes such as follow-ups completed and orders received, so the process measures results and not only movement.
Frequently asked questions
Does Smart Field Squad track staff after working hours?
No. Tracking runs only in the window your policy allows, such as check-in to check-out or only during visits, and only after the employee has consented.
What if there is no mobile network at the client site?
The app saves visits, photos and location points offline and syncs them when the network returns.
Is client OTP required for every visit?
No. You can require it for all meetings, selected clients, selected visit types or high-value visits only.
See Field Squad in action
Plan, track and verify field visits with live photo and GPS check-in, client OTP, live maps, travel and field performance reports.
Plan three visits for one employee and ask to see check-in, client OTP, the live map and the end-of-day field report.
Explore Smart Field Squad