Conducting Site Visits

Conducting Site Visits

Overview

This guide explains how to use PlaceChangers' Site Visit tool to document field observations, record site conditions, and generate site visit reports. Site visits help you capture on-the-ground information that informs your consultations and planning decisions.

What are Site Visits?

Site Visits are structured field documentation tools that allow you to:

• Document Observations: Record what you see during site visits
• Geotag Information: Link observations to specific map locations
• Add Photos: Attach photographs to observations
• Take Notes: Record detailed notes about site conditions
• Create Routes: Document paths or routes taken during visits

When to Use Site Visits

Site visits are useful for:

• Pre-Consultation Research: Understanding site conditions before consultation
• Field Assessments: Documenting physical conditions
• Site Surveys: Recording site characteristics
• Condition Reports: Documenting building or area conditions
• Accessibility Assessments: Evaluating site access
• Environmental Surveys: Recording environmental features

Creating a Site Visit

Step 1: Access Site Visit Creation

From a Site

1. Navigate to your Site
2. Click Start new button
3. Select Site visit from the menu

From a Layout (Version)

1. Navigate to Version → [Your Layout]
2. Click Start new button
3. Select Site visit from the menu

Direct Navigation

• Go to Site Visit → Setup (if available)
• Use URL: /site-visit/setup

Step 2: Basic Setup

Site Visit Name

1. Enter a descriptive name for your site visit
   • Examples: "City Centre Site Assessment - January 2024", "Park Condition Survey"
   • Keep it clear and specific
   • Include date if relevant

Select Site

If not pre-selected:

1. Use the Site dropdown to search for and select a site
2. The site's boundary will be used for the visit
3. Only sites with boundaries can be used

Note: If you started from a site, this will already be selected.

Select Layout

1. Once a site is selected, the Layout field appears
2. Choose an existing layout, or
3. Leave empty to auto-generate a new layout
4. Layout name will be: "Site visit layout - [Current Date]"

Important: The layout determines which features are available during your visit.

Step 3: Create the Site Visit

1. Review all information
2. Click Next or Create
3. The system will:
   • Create the layout (if new)
   • Create the site visit
   • Redirect you to the site visit interface

Site Visit Interface

Map View

The main interface shows:

• Map: Interactive map of the site area
• Observation List: List of observations made during visit
• Tools: Tools for creating observations
• Filters: Options to filter observations

Navigation

• Basics: Edit site visit name and details
• Map: Add and view observations on map
• Report: Generate site visit report

Adding Observations

Creating Point Observations

Point observations mark specific locations:

1. On the Map tab, click to create a new observation
2. Select Point mode (if available)
3. Click on the map where you want to place the observation
4. A form will appear to add details

Creating Route Observations

Route observations document paths or routes:

1. Select Line or Route mode
2. Click on the map to start the route
3. Continue clicking to add points along the route
4. Finish the route by clicking the last point or using finish button
5. Add route details

Observation Form

When creating an observation, you can add:

Description

• Notes: Detailed notes about the observation
• Rich Text: Can include formatting
• Context: Explain what you observed and why it's important

Photo

• Upload Photo: Add a photograph
• Take Photo: Use device camera (on mobile)
• Multiple Photos: Some systems support multiple photos per observation
• Photo Requirements: Check file size and format limits

Location Details

• Address: Street address (if applicable)
• Coordinates: Automatically captured from map click
• Accuracy: Note GPS accuracy if relevant

Tags

• Add Tags: Tag observations for organisation
• Tag Categories: Use consistent tag categories
• Multiple Tags: Add multiple tags to one observation

Star/Favourite

• Star Important: Mark important observations
• Filter by Starred: View only starred observations later
• Priority Marking: Use stars to mark priority observations

Saving Observations

1. Fill in observation details
2. Add photo if desired
3. Add tags if needed
4. Click Save or similar button
5. Observation appears on map and in list

Managing Observations

Viewing Observations

Map View

• Click Observation: Click on map marker to view details
• Observation Popup: Details appear in popup or side panel
• Navigate Between: Use navigation to move between observations

List View

• Observation List: View all observations in a list
• Filter List: Use filters to narrow observations
• Sort List: Sort by date, location, tags, etc.
• Search: Search observations by text

Editing Observations

1. Select an observation (click on map or in list)
2. Click Edit or use edit controls
3. Modify observation details:
   • Update description
   • Change photo
   • Modify tags
   • Update location (if needed)
4. Save changes

Deleting Observations

1. Select an observation
2. Click Delete or use delete option
3. Confirm deletion
4. Observation is removed

Warning: Deleted observations cannot be recovered.

Filtering Observations

Filter Options

Use filters to focus on specific observations:

• By Date: Filter by observation date
• By Tags: Filter by tags
• By Starred: Show only starred observations
• By Location: Filter by map area
• By Photo: Show only observations with photos

Using Filters

1. Click Filters button (if available)
2. Select filter criteria
3. Apply filters
4. Observations update to show filtered results
5. Clear filters to reset

Site Visit Reports

Generating Reports

1. Navigate to Report tab
2. Review report sections:
   • All Observations: Complete list of observations
   • Featured Observations: Starred or important observations
   • Tagged Observations: Observations organised by tags
3. Report is generated automatically

Report Sections

All Observations Section

• Complete list of all observations
• Organised chronologically or by location
• Includes photos and descriptions
• Map references included

Featured Observations Section

• Highlighted important observations
• Starred observations
• Priority observations
• Key findings

Tagged Observations Section

• Observations grouped by tags
• Organised by theme or category
• Easy to find related observations
• Supports analysis

Using Reports

• Documentation: Keep records of site visits
• Sharing: Share with team members or stakeholders
• Analysis: Use in planning and decision-making
• Reference: Refer back to site conditions

Best Practices

Before the Visit

• Plan Route: Plan your visit route in advance
• Prepare Equipment: Ensure camera/device is ready
• Review Objectives: Know what you're looking for
• Check Weather: Consider weather conditions

During the Visit

• Be Systematic: Follow a consistent approach
• Take Clear Photos: Ensure photos are clear and useful
• Write Detailed Notes: Include context and details
• Tag Consistently: Use consistent tagging system
• Star Important: Mark important observations immediately

After the Visit

• Review Observations: Check all observations are complete
• Add Missing Details: Fill in any gaps
• Generate Report: Create report while visit is fresh
• Share Findings: Share with relevant team members

Observation Quality

• Clear Descriptions: Write clear, detailed descriptions
• Good Photos: Take clear, well-composed photos
• Accurate Locations: Ensure locations are accurate
• Consistent Tagging: Use consistent tag categories
• Complete Information: Include all relevant details

Mobile Use

On-Site Documentation

Site visits are designed for mobile use:

• Mobile-Friendly: Interface works on mobile devices
• Camera Integration: Use device camera directly
• GPS Accuracy: Automatic location capture
• Offline Capability: Some features may work offline

Mobile Best Practices

• Test Before Visit: Ensure app works on your device
• Battery Life: Ensure device is charged
• Data Connection: Check connectivity if needed
• Photo Quality: Use device camera settings appropriately

Common Issues

Observations Not Saving

• Check Connection: Ensure internet connection
• Verify Form: Ensure required fields are filled
• Try Again: Retry saving
• Check Permissions: Verify you have permission to create observations

Photos Not Uploading

• File Size: Check photo file size limits
• Format: Ensure photo format is supported
• Connection: Check internet connection
• Retry: Try uploading again

Location Accuracy

• GPS Signal: Ensure good GPS signal
• Device Settings: Check location services enabled
• Manual Adjustment: Manually adjust if needed
• Note Accuracy: Note if location is approximate

Report Generation

• Check Observations: Ensure observations exist
• Wait for Processing: Reports may take time to generate
• Refresh: Try refreshing if report doesn't appear
• Contact Support: If issues persist

Integration with Other Features

Using Site Visit Data

Site visit observations can:

• Inform Consultations: Use observations to inform consultation design
• Support Analysis: Include in place analysis
• Reference in Reports: Reference in consultation reports
• Share with Team: Share observations with team members

Site Visits and Consultations

• Pre-Consultation: Conduct site visits before consultation
• During Consultation: Update site visits as needed
• Post-Consultation: Use site visits to validate consultation findings