Use this free multi-company site visit coordination spreadsheet to coordinate vendors, partners, external experts, and internal participants for one customer onsite mission.
Who this template is for
This template is for mission hosts who need to coordinate participants from multiple companies before they arrive at a customer site.
It is especially useful for customer workshops, data center visits, hospital onsite meetings, implementation visits, partner-led projects, technical evaluations, and multi-vendor site access.
What is included
The workbook includes:
- Mission Info — customer site details and host contacts.
- Companies — each vendor, partner, company lead, and expected participant count.
- Participants — individual participant readiness and arrival status.
- Dashboard — company-level and participant-level readiness summary.
- How to Use — instructions for using the spreadsheet.
How to use the spreadsheet
- Add each company, vendor, or partner to the Companies tab.
- Assign one company lead for each organization.
- Add participants under their company in the Participants tab.
- Track each person’s attendance, ETA, visitor registration, transport, arrival status, and issues.
- Use the Dashboard to find which company lead needs to take action.
Spreadsheet limitations
Spreadsheets are often difficult to manage in multi-company onsite missions because external participants may not update them consistently.
Common problems include:
- No clear owner per company.
- No automatic reminders.
- No mobile-friendly check-in buttons.
- No quick way to see who is blocked.
- No clean permission model for external vendors.
When to use OnsiteMission instead
Use OnsiteMission when you need each participant to update their own status through a private link, while the Host sees one live mission dashboard.
OnsiteMission is designed for cross-company onsite coordination without requiring participants to share private travel details.
FAQ
What is multi-company site visit coordination?
Multi-company site visit coordination means organizing participants from different companies, vendors, partners, or expert teams for the same customer onsite mission.
What should the host track?
The host should track each company lead, participant attendance, ETA, registration status, arrival status, transport need, blocked issues, and final check-in.
Is this the same as event management software?
No. Event management software is usually built for large events and internal meetings. This template is for a smaller, operational onsite mission involving multiple companies arriving at a customer site.