Farm Visits · For the BhoomiSeva team
Circle tracker
Every circle, every visit and every action point in one view, joined by the Visit Circle ID. Until the platform is built, the tracker is a Google Sheet that every form writes to at the same moment it reaches WhatsApp.
Stages and time limits
A circle is late, not lost — as long as someone owns the next step.
Each stage has an owner and a limit. The tracker shows a circle in red the day it crosses its limit, which is the only way a group of eight people with one lead stays accountable.
| Stage | Who owns it | Time limit | What closes it |
|---|---|---|---|
| 1 · Meeting held | Lead person | Same day | Meeting logged |
| 2 · Circle opened | Lead person | 24 hours | WhatsApp group created with the Circle ID in its name |
| 3 · Actions agreed | Lead person | 48 hours | Action points pinned in the group |
| 4 · Project visit | Lead and desk | 14 days | Group has visited a BhoomiSeva farm or Kendra |
| 5 · Farms registered | Farm owners, chased by the lead | 21 days | Every landowner in the circle has a farm reference |
| 6 · Farm visited | Agronomy desk | 30 days | Visit report filed with a readiness score |
| 7 · Project selected | CEO, then the Kendra | 45 days | Project named, owner and date set, circle told |
Limits run from the date of the first meeting. A circle that reaches stage 7 stays open until the first season is under way, then it is closed and the farms continue in the season calendar.
The tracking sheet
Six tabs. Every form writes its own row.
The sheet is the interim database. One row per record, Circle ID in the first column of every tab, so a filter on one ID shows the whole story of a group.
| Tab | Written by | One row per | Key columns |
|---|---|---|---|
| Circles | Log a meeting | Meeting and circle | Circle ID, group name, lead, date, place, type of group, interests, warmth, next meeting, group status, stage |
| Members | Log a meeting | Person in the group | Circle ID, name, mobile, role, village |
| Actions | Log a meeting | Action point | Circle ID, action, owner, due date, status |
| SiteVisits | Visit a BhoomiSeva farm | Group visit to us | Reference, Circle ID, visitor type, sites, dates, visitor count, hosting needs |
| FarmVisits | Register your farm | Farm | Reference, Circle ID, owner, location, land, soil, water, crops, purpose, visit date |
| VisitReports | Visit report | Visit to a farm | Reference, Circle ID, farm reference, scores, total, project, decision, next owner, due date |
New fields added to a form appear as new columns automatically; nothing has to be rebuilt. The status and stage columns are the two the desk updates by hand each week, until the platform takes over.
How the tracker reads
What the desk looks at on a Monday.
| Circle ID | Place | Lead | People | Farms | Stage | Next action | Due |
|---|---|---|---|---|---|---|---|
| VC-261017-4821 | Shirur | Example | 6 | 4 | 4 · Project visit booked | Hydroponic farm visit, 6 coming | 24 Oct |
| VC-261011-2096 | Baramati | Example | 3 | 3 | 5 · Farms registered | Agronomist visit, 2 farms pending | 21 Oct |
| VC-261004-7733 | Junnar | Example | 9 | 0 | 2 · Group not created | Lead to open the WhatsApp group | Overdue |
| VC-260926-5140 | Walki | Example | 4 | 4 | 7 · Project selected | One acre sown, Kendra took over | Closed |
Rows above are examples that show how the tracker reads. The live sheet is restricted to the core team and the agronomy desk.
On this device
Forms you have submitted from this phone or computer.
Kept in this browser only, so you can find a reference number again without searching WhatsApp. It is not the tracker, and it is not visible to anyone else.
| Reference | Form | Circle ID | Name | Sent |
|---|
Farm Visits