The implementation of Visual Planning is tailored to the size and complexity of the organization. It typically follows one of two approaches: a Quick Start method for SMEs or a Customized Implementation for larger enterprises.
Step-by-Step Implementation Process:
Initial Consultation and Needs Assessment
Visual Planning consultants begin by analyzing the organization’s structure, workflows, and planning challenges. This step helps define the scope, objectives, and key performance indicators for the implementation.
Solution Design and Configuration
Based on the assessment, the software is configured to match the organization’s specific needs. This includes setting up data structures, scheduling views (Gantt, calendar, Kanban), user roles, permissions, and automated rules.
Integration with Existing Systems
Visual Planning is integrated with third-party tools such as ERP, CRM, Microsoft Office, Google Drive, and others. APIs and webhooks may be used to ensure seamless data exchange.
Training and Onboarding
Multiple training sessions are conducted for different user groups—main schedulers (VP Desk), operational users (VP Portal), and mobile users (VP Go). Training is hands-on and tailored to each role.
Pilot Testing and Feedback
A pilot phase allows users to test the system in a controlled environment. Feedback is collected to refine configurations and ensure usability.
Full Deployment
Once validated, the system is rolled out across the organization. Support is provided during the transition to ensure smooth adoption.
Ongoing Support and Optimization
Post-deployment, Visual Planning offers continuous support, updates, and optimization services. Organizations can request additional customization or training as needed.
Implementation Duration:
Visual Planning is fully customizable and designed to adapt to the unique requirements of any business, regardless of industry or size. Here are the key customization capabilities and data points:
Custom Data Structures:
Users can define their own fields, resource types, and relationships. This allows modeling of complex workflows, such as multi-site construction projects or detailed production schedules.
Custom Views and Displays:
Visual Planning supports Gantt charts, calendars, Kanban boards, and multi-view dashboards. Each user or team can have personalized views tailored to their role and responsibilities.
Custom Rules and Alerts:
Businesses can set up automated rules for conflict detection (e.g., double bookings, overtime), task dependencies, and notifications. These rules help enforce business logic and reduce errors.
Custom KPIs and Reports:
Organizations can define performance indicators and generate custom reports for tracking progress, resource utilization, and financial metrics.
User Roles and Permissions:
The platform allows granular control over user access, ensuring that each team member sees only the data relevant to their function.
Custom Workflows and Processes:
Visual Planning can be configured to mirror specific operational workflows, such as maintenance scheduling, HR planning, or fleet management.
Integration with External Systems:
Through APIs, webhooks, and native connectors, Visual Planning integrates with ERP, CRM, and productivity tools. This ensures data consistency and supports end-to-end process automation.
Custom Branding and Interface Design:
Businesses can personalize the interface with their own icons, filters, and layout preferences to enhance usability and brand alignment.
Industry-Specific Templates:
Visual Planning offers pre-configured templates for industries like construction, manufacturing, healthcare, and field services, which can be further customized.
Mobile and Remote Access Customization:
VP Go and VP Portal can be tailored for mobile users, enabling field teams to access schedules, update tasks, and collaborate in real time.
In essence, Visual Planning is not a one-size-fits-all solution—it is a platform that evolves with your business, offering deep customization to meet operational, strategic, and technical needs.
Visual Planning’s pricing model includes several components beyond the standard user license fees. For organizations opting for the perpetual license, there is an annual maintenance fee that covers updates, bug fixes, and access to support services. Setup fees may apply depending on the complexity of the implementation, especially for customized deployments that require integration with ERP/CRM systems or tailored workflows. For cloud-based (SaaS) deployments, infrastructure setup is typically handled by Visual Planning’s team within 24–48 hours of order confirmation. Support is included during implementation and post-deployment, but advanced support packages or additional training may incur extra charges depending on the scope and duration.
Visual Planning provides comprehensive training and support tailored to the needs of each organization. During implementation, users receive hands-on training based on their roles—main schedulers (VP Desk), operational users (VP Portal), and mobile users (VP Go). Training is delivered via screen sharing, documentation, and interactive sessions. Visual Planning also has a partner network across Europe and the U.S. that offers localized consulting and training services. Post-deployment, users have access to a support portal, knowledge base, and helpdesk for troubleshooting, updates, and configuration assistance. The support team helps with diagnosing issues, scaling the system, and implementing change requests. For cloud users, infrastructure specialists handle environment setup and updates.
Visual Planning complies fully with the General Data Protection Regulation (GDPR), ensuring that personal and sensitive data is handled securely and transparently. The platform supports data anonymization, consent management, and cookie compliance through certified third-party managers. For cloud deployments, data is hosted in secure environments with access controls, encryption, and regular updates. The Admin Center in Visual Planning 8 and later versions includes tools for monitoring user activity, managing permissions, and controlling access to sensitive data. Organizations can also configure user roles and rights to restrict access to specific views, resources, or data fields, enhancing internal data governance.
Visual Planning releases major version upgrades periodically, such as the recent transition to Visual Planning 9, which introduced new features, interface enhancements, and automation capabilities. Minor updates and build releases are made available more frequently to address bugs, performance improvements, and feature refinements. For VPCloud customers, updates are typically managed automatically by Stilog I.S.T. during scheduled maintenance windows, requiring no user intervention. For on-premise installations, updates must be manually requested and installed, provided the organization holds a valid maintenance contract. Users receive new serial numbers for major upgrades and follow a guided procedure to complete the update. Visual Planning also recommends testing updates in a staging environment before full deployment to ensure compatibility and minimize disruption.
Visual Planning complies fully with the General Data Protection Regulation (GDPR), which ensures that organizations retain ownership of their data and have full control over its processing and portability. Users can export data manually or automatically using built-in import/export tools, and the platform supports integration via REST and SOAP APIs for seamless data exchange with external systems. Sensitive data is anonymized when necessary, and consent management is enforced through compliant cookie managers. These measures ensure that businesses can move their data securely and transparently, whether migrating between systems or transitioning from cloud to on-premise environments.
Visual Planning is designed to be scalable and modular, allowing organizations to adjust their usage based on evolving needs. Businesses can add or remove users, activate or deactivate modules, and customize views and workflows without disrupting the core system. The Admin Center provides tools for managing licenses, user groups, and planners, making it easy to scale operations. For cloud deployments, scaling typically involves updating the subscription plan and notifying the support team. For on-premise setups, license adjustments are handled through the sales representative, and new serial numbers are issued for added users or modules. Visual Planning’s flexible architecture ensures that scaling is smooth, cost-effective, and aligned with business growth or downsizing.
Visual Planning offers three licensing models—SaaS, Subscription, and Perpetual—each with distinct renewal and cancellation terms:
Visual Planning complies with several key standards to ensure data protection, quality, and operational integrity:
These compliance standards make Visual Planning a reliable and secure choice for organizations operating in regulated environments or handling sensitive data.
