VisitsheetSetting up your organisation
Setting up takes one short form and a couple of links. You do not install anything, and nobody needs to be technical. This page explains each step, and the form at the bottom is how you start.
From your details to your first recorded visit
Five steps. Two of them are ours, and the rest take a few minutes each.
- You
Tell us about your organisation
Your organisation's name, a contact, and which parts of Visitsheet you want your staff to use: mileage, expenses and time off. Hours are always recorded. The form below is everything we ask for.
- Us
We set up your organisation and send you its web address
Your organisation gets a web address of its own. Your staff, clients, timesheets and pay periods sit there on their own and are not mixed in with any other organisation's. We send you the address on WhatsApp or by text once it is ready.
- Us
We send you an admin link
The link opens Visitsheet and signs you in as the administrator. You choose a password the first time you use it, and can add a fingerprint or face unlock afterwards. It comes the same way as the web address, on WhatsApp or by text, and it keeps working, so save it somewhere you can find it again.
- You
Add your staff and send them their links
On the Admin page you add each person and Visitsheet gives you a sign-in link for them. Send it by WhatsApp or text. There is nothing to download from an app store. They add Visitsheet to their home screen and it opens like any other app.
- You
Your team records, you finalise the period
Staff record their hours, miles and expenses as they go. You check them, finalise the pay period, then download a summary file and a detail file for payroll. A finalised period is fixed until an administrator reopens it, which is kept on the record with the reason they gave.
The details we need from you
Three answers and three choices. We read them and get back to you on WhatsApp or by text.
Things people ask before starting
What does it cost to start?
Nothing. Your first 1,000 recorded hours each year are free, and UK registered charities get 2,000. After that it is £39 a year for each further 1,000 recorded hours, counted across the whole organisation rather than per person. Each receipt photo attached to an expense counts as one hour towards that total, because photos are what we store and back up. Mileage, time off and an expense with no photo add nothing. We do not ask for card details to set you up.
Do my staff have to download an app?
No. They open the link you send them and add Visitsheet to their home screen. It then opens like any other app on their phone.
Can I change the options later?
Yes. Tell us and we will turn mileage, expenses or time off on or off. The records already made are kept either way.
What happens to the details I give you?
They are stored so we can set your organisation up and reach you about it, and are deleted once it is set up or if we cannot take you on. The privacy notice covers both that and what Visitsheet stores once you are running.
Not sure yet?
The landing page explains what Visitsheet records and what it leaves to other systems, so you can tell whether it suits your team.