Edit a Visit and Grayed out fields
When editing a visit, in some cases, certain fields are disabled (grayed out) and cannot be edited.
These fields are disabled in order to preserve the integrity of your data in 3 specific cases:
- When the visit is in the past
- When the visitor is part of a group of visitors
- When the visit is part of a recurring visit
In this article, we review these 3 cases and explain what you can do to edit these fields.
1. Time: you cannot edit a visit in the past
Background and rationale
You cannot edit a visit that is in the past (i.e., before today). That way, you’re sure the data you are looking at has not been altered and reflects exactly what happened on a given day.
What to do?
If you cannot edit a given field on a past visit, one solution is to leave a note that will be kept in the visit audit trail.
If the field is one of your custom fields, another option is to change the setting of that field from “Visitor profile field” (whose value is remembered for future visits of that visitor) to “Visit field” (whose value is reset at every visit). Indeed, “Visit fields” can be changed even for visits in the past.
2. Visitor is member of a Group
Background and rationale
When you create a group of visitors, certain fields are the same for all group members (e.g., arrival time or host) while other fields are specific to each group visitor (e.g. name of the visitors).
So, when you edit one visitor of a group, you can only edit the visitor-specific fields but not the group fields. This is to prevent you from changing the value of a field for all group members without noticing.
What to do?
If you need to edit group fields (host, time), open the group edit form as indicated below.
3. Visit is recurring
Background and rationale
When you create a recurring meeting, some fields are automatically pre-filled for the entire period, while some are not.
- Visitor profile fields contain the info that remains the same for all the days (name, company, but also custom fields such as ID or country of origin for instance)
- Visit specific fields containing the info that can vary from one day to the other (custom field “Means of transportation,” for instance)
What to do?
If you need to edit a visitor profile field, you must update the remaining recurrence period (see the green block in the image above). You cannot do this for one day only.
On the contrary, if you need to edit a visit-specific field, you need to update only that specific day.
Combine the 3 cases.
Of course, those 3 cases are not exclusive, and you can be in a situation where you try to edit a past visit part of a recurring group of visitors. In that case, all principles (and solutions) explained above apply.