Schedule a survey visit in the diary and link it to the right opportunity, so your team and timeline stay in step.
Booking a survey from the opportunity record keeps the visit linked to that opportunity. The appointment appears in the diary and on the opportunity's timeline, so everyone can see when the survey is happening and who's attending.
Choose the right option
How you book the survey depends on whether the opportunity already exists.
The opportunity already exists: Book the survey from the opportunity record using Add diary event. This links the visit to that opportunity.
There's no opportunity yet: Book the survey from the diary and choose the Opportunity event type. This creates a new opportunity and its survey visit in one go.
Important: Choosing Opportunity as the event type in the diary always creates a new opportunity. To book a survey for an opportunity you've already created, start from the opportunity record instead.
How to book a survey for an existing opportunity
Step 1: Open the opportunity
Open the opportunity record using either route:
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âĄď¸ Click Opportunities > the opportunity's card
âĄď¸ Click Customers > the customer's record > Ongoing works > View next to the opportunity
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Step 2: Add a diary event
âĄď¸ Click Add record > Add diary event
Tip: Click the star next to Add diary event in the Add record menu to pin it. It then appears as a calendar icon next to Add record, so you can book visits in one click.
Step 3: Choose a time slot
The diary opens with a message on the right confirming which opportunity you've come from.
Find the date you need using the calendar on the right.
Click a time slot in the column of the person attending the survey. To set a longer visit, click the start time and drag to the end time.
Step 4: Complete the survey details
A panel titled Add opportunity no. [number] opens on the right. The Property is already filled in from the opportunity.
Check the Date and Time.
Check the User. This defaults to the person whose column you clicked.
Tick Is this a recurring event? only if the visit repeats.
Enter an Event description. Click Copy from opportunity description to reuse the opportunity's description.
Add any Event notes to help the person attending. Click Copy from opportunity notes to reuse the opportunity's notes.
[Screenshot: Add opportunity panel showing the Details section completed]
Once the details are complete, Advanced options and Notifications become available. Use these to set the site contact, access notes and lock status, and to notify the customer or technician about the visit.
Step 5: Save the survey
Click Save.
How to book a survey for a new opportunity
If the customer doesn't have an opportunity yet, you can create one and book the survey from the diary at the same time.
âĄď¸ Click Diary
Click a time slot, or click and drag from the start time to the end time.
Choose Opportunity as the event type.
Search for and select the property.
Complete the appointment form, including the opportunity type, salesperson and reporting line.
Click Save.
Learn more about booking appointments in Diary and Appointments.
What happens next
The survey appears in the diary for the person you assigned. It's also added to the opportunity's timeline as a Diary event, showing who's attending, the date and time, and its status. From the timeline you can click Edit, View on diary or View to manage the visit.
Common questions
Why did booking a survey from the diary create a new opportunity?
Booking from the diary with the Opportunity event type always creates a new opportunity. To book a survey for an existing opportunity, open the opportunity record and click Add record > Add diary event.
Why can't I see the calendar icon on the opportunity record?
The calendar icon only appears if Add diary event has been pinned. You can always find it under Add record > Add diary event, and pin it from there.
Why are Advanced options and Notifications greyed out?
Advanced options and Notifications unlock once the required Details fields are complete, including the Event description.
Where can I find a survey I've already booked?
You can find a booked survey on the opportunity's timeline as a Diary event. Click View on diary to jump to it in the diary.