Sales Rep

Routing: How to Build and Manage Routes

Brandy Billiot
Brandy Billiot
  • Updated

SPOTIO’s native Routing feature allows you to organize where you need to be in the field, based on the data available inside of their account. By creating routes, you are then able to be as efficient as possible when navigating to different data objects in the field, and ensure that you are performing the appropriate activities on the records that need them the most.

 

Key Benefits: 

  • Helps reps better manage their time in the field by being more organized in how they navigate in the field.
  • Increases visibility and accountability for admin users by saving completed route data as exportable “Trips”.
  • Hybrid planning allows users to plan routes from the web and run the routes on the mobile.

Routes can be created using SPOTIO’s Web or Mobile application. We will cover each method below.

Creating a Route on the Web 

To create a route on the web app:

  1. Click on the Map icon on the left gray sidebar.
  2. Select Routes on the right sidebar.
  3. Click Create New Route or edit one of your existing Routes.

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If creating a new route, you will want to enter a name for the route and select an assignee.

  1. To add records to your route you can:
    • use the “Search for a record” option in the Routing pane to search for records by keyword and add them as stops in your Route.
    • Click individual records on the Map or List/Pipeline view and click the “Add to Route” Icon
    • Use the lasso tool to circle pins and bulk add them to a new or existing route.
  2. Once you've added the records, you can edit any specific stops on the route, change the order of stops, set a starting/ending location, and change the assignee/status of the route.
  3. When finished, check the route as Active to make it available on the mobile app for the assigned user to run.

2nd_image.pngTip:  Apply Colorization to view your stops based on what option you choose. Whether you select to color based on the stage, last visit result, or a custom field option, your stops will be aligned to match. The colorization filter can be used to color stops on both the web and the mobile app. 

Creating a Route on the Mobile

Routes created on the mobile can be run a single time, or given a name and saved as a recurring route. All routes created and saved on the mobile will be visible on the web version of SPOTIO as well.

There are a few different ways to create Routes on the Mobile app, we will cover each method below:

To create a new route from the list view:

  1. Click on the Map icon on the bottom. 
  2. Tap Route at the top of the screen.
  3. Click New Route.
  4. Enter a Title.
  5. Select Add Stops.
  6. Click Save.

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Pro Tip:  When adding stops from the list view, you can apply filters and search for the contact or address. This allows you to narrow down the records quickly to be added to the route.

To create a new route from the Map view:

  1. Select the lasso icon.
  2. Draw a circle around the records.
  3. Click on the plus icon at the bottom center.
  4. Select Add to Route.
  5. Choose to Start or Save As Route

4th_image.jpgPro Tip:  Add a start and end location. You can also choose to Optimize your route to avoid tolls and highways

Editing a Route on the Web

To edit an existing route on the web:

  1. Click on the Map icon on the left sidebar.
  2. Click Routes on the right sidebar.
  3. Select the route you want to edit.

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By clicking on a specific route in the side panel, you will then be taken back into the route editing tool that was used to originally create the route. From this screen, you can see the records currently assigned to the selective route, as well as other records on the map that aren’t currently on the route.

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This allows for you to add other records in the same geographic area to the already existing route without having to start from scratch.

To add new records from the map view:

  1. Click on the pin for the record.
  2. Select the Add to Route icon.
  3. Choose the route to add the lead to. 

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You can also search for and add records to an existing route by using the “Add Stop” box at the bottom of the routing tool when in the editing menu.

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Editing a Route on the Mobile

To edit a route on the mobile app:

  1. Select a route.
  2. On the Route Details screen, add Stops, Optimize, Change the order of Stops, add a start/stop location, and delete the route entirely using the trash can in the top right corner
  3. Hit Save.

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You can also make changes while running a route by hitting the “More Options” icon inside of the route view.

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If you want to add objects to a route, you can use the + icon while in a record to either add it to a route already in progress or add it to a new route.

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Running a Route on the Mobile

To begin running a route on the mobile app:

  1. Tap on the Map icon at the bottom.
  2. Select Routes at the top.
  3. Select Start on the active chosen route.

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Once you start a route, you will be able to use either the Map or List view to complete stops and perform various actions to records along the way.

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Once arriving at a stop along the route, you will be able to select the “Log Activity” icon for that stop to log the corresponding activity for their visit. These activities can consist of Visits, Appointments, MCC activities, and any other custom activities setup in the account. Once any activity is logged from this screen, the route will automatically progress to the next stop.

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There are shortcut icons inside of each stop on the route so you can push the record's location to your phone’s GPS. For those on our Pro plan, you can also quickly send a templated text or call the record you are navigating to.

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Upon reaching the end location or the final stop on the route, you will be prompted to “Complete Trip” which finishes the route and logs the details of it. Upon selecting the option to "Complete Trip", you will be prompted by a confirmation screen to ensure you are actually done with the route. Once you mark complete on this confirmation screen, the route is logged as a trip and CANNOT be edited or adjusted.

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Route Optimization

Type

Choose whether you will be walking or driving. 

Road Options

Toggle on whether you want to Avoid Tolls and/or Avoid Highways.

Arrange Stops

By Schedule - Records with scheduled activities will appear before records without scheduled activities in the Route order and will appear in the order of their due date/time on the calendar.

By Distance - Orders your route according to the distance between your stops, this will provide you with the shortest route from place to place.

Manually - You can drag and drop stops in the Route List view to reorder your stops in whatever way you choose.

 

Viewing Completed Trips

You are able to view completed trips on both the web and mobile. Completed routes can then be exported as a PDF or CSV file. 

To view completed trips on the web:

  1. Click the Map icon in the left-hand sidebar.
  2. Click on Routes from the top menu.
  3. Select Trips from the dropdown menu.

This will bring up a list of all completed trips for the selected date range. You can filter these trips by assignee and completion date using the dropdown menus at the top of the page.

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Once you select the trip you want to view, the trip details screen will open. The trip details screen will show a summary of the trip, including the name of the sales rep who completed it, the start and end times, total mileage, and total travel time. A map of the completed route will be displayed at the top of the screen.

You can also see the details of each stop on the route, including the name of the contact or account, the address, the type of activity logged at that stop, and the distance traveled between stops. 

At the bottom of the screen, you can choose to export the trip details as either a PDF or CSV file using the buttons provided.

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To view completed trips on the mobile:

  1. Click on the Map icon.
  2. Select Routes.
  3. Tap on the Trips tab.
  4. Choose the route by clicking View Trip

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Distance Metrics

In addition to being able to view and export trip details from the routing menu, users can also view details on completed trips in the “Distance” section of the Dashboard under Reports.

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This dashboard shows all of the same metrics as the routing menu does, except it gives users the ability to sort completed trips by either the user that completed them, or the specific route that was being run to log the trip.

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The biggest difference between the Distance dashboard report and the routing panel trip reporting is that users are able to “Export All” from the Distance dashboard. Exporting all will group all of the trip details from their current filtered selection into a single .CSV zip file upon exporting.

FAQs

How many stops can be added to a route?

You are able to add up to 150 stops to a route.

What plans are routing available on?

Routing is currently offered on the B2B plan.

Am I able to edit my own routes?

Admin and Manager roles are able to edit their own routes, as well as their rep’s routes. Sales reps are able to edit their own routes.

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