When a site contact changes, verify the new arrangement, update the records that people use and tell anyone working from the old instructions. Changing one saved note is only part of the work. Upcoming Visits, copied briefs and already-sent messages may still refer to the former contact.
Confirm exactly what changed
Ask whether the new person is providing access for one Visit or taking over the ongoing role. Confirm the entrance, contact method and hours when they can meet you. Separately establish who can approve work. An access handover does not necessarily change the Customer's scheduling email or the billing arrangement.
Replace the active instruction and record the context
The example below is a manual note-writing convention. It is not a claim that Daylane maintains a dedicated site-contact change log. Keep the current instruction easy to find, with enough dated context to explain why a previously copied brief may differ.
| Stage | Example wording |
|---|---|
| Old instruction | Meet Alex at the rear entrance |
| Confirmed current instruction | From 7 September, meet Sam at reception for weekday Visits |
| Context note | Confirmed with the commissioning customer on 5 September; rear-entry arrangement has ended |
| Action to track | Scheduler to review Monday and Thursday Visit briefs and notify assigned people |
Review each place the old detail was used
Check the Location access notes and the instructions on upcoming Visits. Daylane's private Visit detail view does not automatically display Location access notes, so update the relevant Visit instructions explicitly. Review customer-facing instructions separately; the public Visit page displays the Job customer instructions.
If someone already has a printed run sheet or copied message, send a direct correction through your normal working channel. A saved edit does not establish that a person relying on an earlier copy knows about the change.
Send a correction with a clear action
Example: 'Monday's access arrangement has changed. Meet Sam at reception; the previous rear-entrance instruction no longer applies. The Visit time and agreed inspection are unchanged. Please confirm you have the updated brief before leaving.' Adapt the statement about timing and scope to what you actually verified.
Assign one person to close the update after the affected brief and recipients have been checked. For a temporary contact, set a review reminder in your normal process so the exception does not quietly become a permanent instruction.
Sources and scope
An original operational guide from the Daylane team at Blu Mint Digital. Scenarios, durations and message wording are illustrative planning examples, not customer results or industry benchmarks. Product references were checked against the Daylane implementation on 5 September 2026. Adapt the workflow to your service, customer agreements and working conditions.
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