Multi-Company Site Visit Coordination

A customer site visit becomes more complex when the participants come from different companies.

The host may need to coordinate:

• Internal sales team
• Solution engineers
• Product experts
• Implementation partners
• External consultants
• Technology vendors
• Field specialists
• Customer success managers

Each company may have its own schedule, travel plan, communication tool, and point of contact.

The host still needs everyone to arrive at the same customer site, at the right time, with the right instructions.

Why multi-company site visits are hard

Multi-company coordination breaks down because there is no shared system.

The host may be using email.

One partner may use Slack.

Another vendor may use Teams.

A customer host may send a visitor registration link.

A field specialist may be traveling from another city.

A product expert may not know where to park.

On mission day, the host needs one answer:

Is everyone accounted for?

What the host needs to track

For a multi-company customer site visit, the host should track:

• Who has confirmed attendance
• Which company each participant represents
• Who has submitted ETA
• Who has completed visitor registration
• Who needs transport help
• Who has read site instructions
• Who is on the way
• Who has arrived
• Who is checked in
• Who is delayed or blocked

Use company grouping

A multi-company visit should group participants by company.

Example:

```text Vendor A - John Smith, Sales, Confirmed, Checked in - Lisa Chen, SE, Confirmed, On the way

Partner B - Mark Johnson, Expert, No response

Vendor C - Elena Rossi, Product Specialist, Blocked at security ```

This helps the host know whether a specific vendor or partner team is ready.

Assign local responsibility

For larger missions, each company can have a local coordinator.

Example:

• Vendor A lead: John
• Partner B lead: Mark
• Vendor C lead: Elena

The main host should not have to chase every individual manually. Each vendor lead can help update their own team.

Track access readiness, not private travel details

The host does not need to know everyone’s full travel itinerary.

Instead, track:

• ETA to meeting point
• Transport status
• Registration status
• Arrival/check-in status
• Need help status

This makes the process more privacy-friendly and easier for participants to accept.

Add customer site instructions once

Every participant should see the same mission card:

• Site address
• Meeting point
• Required arrival time
• Customer host contact
• Mission host contact
• Parking instructions
• Registration link
• Security instructions
• Google Maps link

This avoids repeated questions like:

• Where do we meet?
• Who is the customer host?
• What entrance should I use?
• Do I need an ID?
• Where is parking?

Use a live action queue

For the host, the most important view is not a full table. It is the action queue.

Examples:

• Mark has not responded → send reminder
• Lisa has not completed registration → resend link
• Elena is blocked at security → call customer host
• David needs a ride → ask team
• Two participants have not submitted ETA → remind them

Multi-company site visit template

```text Mission title: Customer/site name: Site address: Required arrival: Meeting starts: Meeting point: Customer host: Mission host: Visitor registration link: Site instructions:

Companies involved: - Company A: - Company B: - Company C:

Participant fields: - Name - Email - Company - Role - Attendance - ETA - Registration status - Transport status - Arrival status - Issue ```

When a spreadsheet stops working

A spreadsheet may work when the visit is small.

It breaks down when:

• More than one company is involved
• Participants arrive separately
• Status changes on mission day
• Someone is delayed
• Someone is blocked at security
• The host needs to act quickly

A live mission board is better for mission-day coordination.

Use OnsiteMission for cross-company onsite coordination

OnsiteMission lets a host invite external participants by email, share site instructions, and track readiness and check-in status from one dashboard.

CTA: Create a free cross-company onsite mission board.