Setting up meeting-plan templates

A meeting plan is a checklist a rep walks through with the customer during an appointment. This article covers the admin-side template setup and how the rep uses it on the appointment.

Where this lives: Admin → Appointment Format → Meeting plans
For: Admin
Manager

Why this matters

A meeting plan turns a rep's appointment from "freestyle conversation" into a repeatable, auditable sequence. The plan is a list of checkboxes the rep walks through with the customer — "introduce yourself", "walk the site", "talk through warranty", "review options together" — and Bidvio records which boxes were ticked. The result is three things at once: a script that keeps the rep on a known process, a record of what was actually covered, and an audit trail the admin or sales manager can review later.

Meeting plans end up on the Job Information page that the install crew reads, so the production team can see what was discussed in front of the customer before the contract was signed. A team that uses meeting plans consistently tends to have cleaner handoffs from sales to install — fewer "wait, did sales tell them about X?" moments.

Step 1 — Open the meeting-plan templates editor

Navigate to Admin → Appointment Format, then open the Meeting plans section. The list shows every meeting-plan template your company has configured. Reps choose from this list at the start of the Information tab on every appointment.

TODO(steps): walk through the actual UI for creating, editing, and reordering templates. Cover what a template item looks like, whether items can be required vs. optional, whether the plan can be reordered per appointment, and how the rep marks items as done.

Screenshot coming soonMac — Meeting-plan templates list in Admin/screenshots/support-admin-and-company-setup-appointment-format-meeting-plan-templates-01-mac.png Screenshot coming sooniPad — Meeting-plan templates list in Admin/screenshots/support-admin-and-company-setup-appointment-format-meeting-plan-templates-01-ipad.png

Step 2 — How a rep uses a meeting plan on the appointment

TODO(steps): describe the appointment-side workflow. Where the meeting plan appears in the Information tab, how the rep picks one, how they tick items as they cover them, what happens when an item is left unchecked at close.

Screenshot coming soonMac — Meeting plan on the appointment Information tab/screenshots/support-admin-and-company-setup-appointment-format-meeting-plan-templates-02-mac.png Screenshot coming sooniPad — Meeting plan on the appointment Information tab/screenshots/support-admin-and-company-setup-appointment-format-meeting-plan-templates-02-ipad.png

Step 3 — What ends up on the job-information sheet

TODO(steps): explain how the completed meeting plan is rendered on the Job Information PDF the install crew sees. Note any specific layout choices that matter.

Screenshot coming soonMac — Meeting plan as rendered on the Job Information PDF/screenshots/support-admin-and-company-setup-appointment-format-meeting-plan-templates-03-mac.png Screenshot coming sooniPad — Meeting plan as rendered on the Job Information PDF/screenshots/support-admin-and-company-setup-appointment-format-meeting-plan-templates-03-ipad.png