Managing multiple shops can be tricky! What’s your best tip for staying organized and submitting reports on time?

I put everything on my goggle calendar. It makes everything easy. To get everything submitted, I figure how much time it will take to submit the jobs and I stop everything and begin submitting my jobs.

That’s a smart approach! Google Calendar is a lifesaver for staying organized. Blocking time for submissions is such a pro tip, love that idea. Do you also set reminders for assignment deadlines, or do you just rely on your calendar blocks? I’m curious because a lot of shoppers struggle with juggling multiple shops.

Google calendar. It's extra helpful that I can invite my dinner guest and get it added to their calendar that way as well! I submit almost everything immediately after completing a shop (often from the parking lot using their wifi!) and load it into my spreadsheet at the same time. If I save anything for after I get home, I can still see the tasks for the day. I set reminders only if it's a multi day, multi step shop. Otherwise, it's submitted same day. I don't allow the opportunity to forget or get caught off guard by a tight deadline.

I put everything in my Google calendar and copy my spouse who is usually with me. I don't use the Google reminders because most of the MSC send them anyway. I keep a detailled spreadsheet for each year. I do almost everything on my laptop. I have a 34 in screen split into 3 secttions. On the left I keep my google photos and google calendar ( easily switched.). In the middle I keep my e-mail and the report I am submitting (I can toggle between the two as needed,). On the right side of the monitor is my spreadsheet and also my OneNote, where I keep misc notes and information.

When I come home from shopping, I lay my receipts on my desk and they stay there until completed. I then paper clip all receipts, newest on top, and dispose of them after they have been approved. In the past I kept all my receipts, but it became bulky. They are all in my Google photos any way.

I can honestly say that I'm about as far from organized as a person can be. I keep track of my jobs in a calendar, I have digital files for my receipt, the paper receipts are everywhere, except in a file, and eventually they'll find the burn barrel.

I just use a spreadsheet where I list each shop with the date range to do each one. I rearrange the shops so the ones needing to be done first are on top.

Then I just check the spreadsheet.

Once done, the info can be easily copied and pasted to the sheet I use to track income.

I use my routing app to plan routes/ working days.
I then enter shops into my spreadsheet in large groups. If i entered each one individually I'd spend days!

Every evening (after the end of my day), I open up my Google calendar, I get a sheet of paper and write down the jobs I have to do the next day. I go through Google Maps and make my route for the best time. I then write my headings like the town, state if needed, the actual job, and the address of each job. Phone number of the job if needed as well.

I then go through the jobs and see what the instructions are. If they are unfamiliar, I get another sheet of paper and write down the main things I have to do, the pictures I have to take, what I need to ask, etc.

When I get up in the morning, I have my route, list of stores with the addresses (phone numbers), and any instructions I need that I don't feel I will remember. During my travels, if I don't have internet and need any of this info, It's written down already.

Easy-peasy and keeps me very organized and knowing that I need to do. I probably have a lot longer list than most people, since I travel three states. But, the idea can still be used on shorter routes or jobs.

@GBW_USA wrote:

That’s a smart approach! Google Calendar is a lifesaver for staying organized. Blocking time for submissions is such a pro tip, love that idea. Do you also set reminders for assignment deadlines, or do you just rely on your calendar blocks? I’m curious because a lot of shoppers struggle with juggling multiple shops.

I jot down the order I plan to do each shop on a piece of paper and keep it with me to view along my way. I plan a route via google maps ahead of time but can be flexible if stuff happens. I allow time between to submit what shops can be done on my phone. Some days are well organized and some I'm flying around like a witch in the breeze.

I work a full time job and do this on the "side." I am very old school (this method has worked for me for 20+ years). I keep a spiral notebook and lable a new page 1-31 (or 28,29, 30) each month. I write down the shop location and pay on the line beside the date. Since I don't like to bite off more than I can chew, I rarely do more than 3 shops per day. Its usually 1 on any given day. For each month, The back side of that page has a list of each company and what they will owe me as well as the mileage. As I am paid, I check them off. I print invoices from companies that provide an invoice and for companies who do not, I print the shop log from their website. I do have a method for this madness. It probably looks like a hot mess, but its all there. I reconcile quarterly to make sure that everything is accounted for. I truly love the reimbursement shops (hotel, restaurants, etc..). I know many say, "I don't work for free," but I have a full time job with fantastic benefits. I was reimbursed almost $700 last week for a hotel shop, running shoes and dog food. These shops add balance at tax time.

I will add that the way I submit reports on time is to not take on more than I have time to submit. Many shops get reported from my car after I leave the location. I avoid shops that cause stress. I have found that its far less stressful to eat at home than to go to a fine dining restaurant and spend hours on a report. I have learned which companies provide the best platforms and reporting expecations and which to avoid.

@ShopperGirly wrote:

I put everything in my Google calendar and copy my spouse who is usually with me. I don't use the Google reminders because most of the MSC send them anyway. I keep a detailled spreadsheet for each year. I do almost everything on my laptop. I have a 34 in screen split into 3 secttions. On the left I keep my google photos and google calendar ( easily switched.). In the middle I keep my e-mail and the report I am submitting (I can toggle between the two as needed,). On the right side of the monitor is my spreadsheet and also my OneNote, where I keep misc notes and information.

When I come home from shopping, I lay my receipts on my desk and they stay there until completed. I then paper clip all receipts, newest on top, and dispose of them after they have been approved. In the past I kept all my receipts, but it became bulky. They are all in my Google photos any way.

Wow, a 34-inch screen split into sections? That’s seriously next-level! I love how you’ve got Google Calendar, Photos, and OneNote all working together super organized. It’s always cool to see how different shoppers handle their workflow because it gives us ideas on what really works.

Love all the updates and the creative ways you guys handle your schedules. I can safely say I’ve picked up a few ideas just reading through these. It’s so cool to see how everyone has their own system. As a mystery shopping company, we’re always curious about what else we can do to make things easier for you. If there’s one thing you wish MSCs did better, what would it be? Be honest, We’d love to hear your thoughts

I like a printable invoice for each shop (as in the Gigspot platform shops).

@GBW_USA wrote:

Love all the updates and the creative ways you guys handle your schedules. I can safely say I’ve picked up a few ideas just reading through these. It’s so cool to see how everyone has their own system. As a mystery shopping company, we’re always curious about what else we can do to make things easier for you. If there’s one thing you wish MSCs did better, what would it be? Be honest, We’d love to hear your thoughts

I'm an iCal guy, and use it extensively when putting together routes, allowing some fudge time for each stop for hopefully staying ahead of schedule.

I create Google My Maps for each week or set of routes with a layer for each day, and use Google maps to determine drive times if I don't already know them.

While it is superfluous and a waste of paper and ink, I like to print out each day's map and use it to track the day as I'm not a fan of iCal on a smaller screen, though I will refer to it if I feel I'm falling behind.

I like to print at least 1 page of hard copy for each shop, except for a couple of shops that I do monthly that rarely, if ever, have changes to the guidelines. This way I have a place to keep track of notes and receipts.

I place one accordion folder inside another so I have 3 compartments for keeping paperwork organized while on the road.

Front pocket is for current shops, in route order. Middle pocket is for LOAs and blank report forms, in alphabetical order. Back pocket is for completed shops in chronological order, which I file in reverse order* so I can easily access and manage photos on my phone.

I have created a spreadsheet for tracking photos for the Phillips 66 shops so I can blow through those as quickly as possible when necessary, and I might do the same thing for Shell. I currently complete those onsite, allowing 45 minutes, but the flow is usually funky vs. the report, so I might try a different strategy for the one I have scheduled on Wednesday.

*FWIW, I always take Shell pump/infraction photos in reverse order so they show up in numerical order on my phone for filing the report.

@GBW_USA wrote:

Love all the updates and the creative ways you guys handle your schedules. I can safely say I’ve picked up a few ideas just reading through these. It’s so cool to see how everyone has their own system. As a mystery shopping company, we’re always curious about what else we can do to make things easier for you. If there’s one thing you wish MSCs did better, what would it be? Be honest, We’d love to hear your thoughts

Honestly, the reason I pass on opportunities that I could easily add to my day has more to do with the pay than time management. If I have to invest time to prep, time and gas to get there, and time to complete the task and the report (not to mention the potential for follow up questions), the pay needs to justify that. If I find the pay insulting, I don't care that I will be several yards away completing another task, I am not adding an hour to my work day for $10.

I’m still a paper and folder kind of gal. I do recycle after. The pics all stay in the iPhone easy to locate by file. I just make a shop file in my email and pics. If I work routinely for a company called “cat” then “cat” gets a separate folder under shop.

Being an RN, MSN I ran hospital units and made sections for everything and kept spreadsheets but yuck. If shopping becomes a “job” per se like that was—NO!

I usually just have the date on the paper and Mon/Tues (print front and back/ 2 to a side) the info, sometimes 1 page if routine as other poster stated. I do it and make wild notes alllllll over the page. Being a nurse I can write fast w lots of abbreviations. I then doddle foddle my day away and enter it as I watch “the secret lives of Mormon wives” or watch my Special Needs daughter or work on my neonatal kittens or jibber jabber w family while husband cooks.

Once entered, the paper goes in a different spot such as those wall file slots waiting for pay. As pay comes I move it to my daughter’s trust.

The receipts ALL go in a ziplock and once a week I enter them ALL in Fetch, Receipt Hog, etc for points. I’ve turn them in multiple times for $20 amazon cards or $20 Outback etc. Those I use for date nights. In essence I’m getting sort of more pay. Don’t let your receipts sit! Make your kids or husband enter the things for you.

Thank you all for sharing your tips, tricks, and even your quirks. I’ve learned so much (and laughed a little too). From 34-inch screens to accordion folders and ziplock bags, you all have some seriously creative systems!
This has been such a great discussion, and it really shows how resourceful this community is. As a mystery shopping company, we’re taking notes because if anyone knows how to make this easier, it’s you.
Keep the ideas coming anytime, and if you ever feel like adding more shops to your day (with pay that hopefully doesn’t make you roll your eyes), check out our job board [https://www.mysteryshopforum.com/read/32/973156]. We’d love to have more awesome shoppers like you on board!

I have a new Apple phone and saw that all the shops I sign up for (so far) appear on my calendar without me doing anything.

I did not use my calendar until Apple AI started doing this. Now I look at the calendar for audit and shop reminders.

I’m also new and usually finish my easy retail secret shop details in a parking lot next door or down the street. I also complete revealed audits on site.

And once I forgot a photo which would have added a lot of gas expense if I were doing it at home!!!

One word: Spreadsheet
I have 1 Excel spreadsheet that serves as my calendar, keeps track of the status of all fees/reimbursements, logs my mileage.
I do have a separate spreadsheet specifically for RQA where I keep track of all activity, miles driven, and purchases. I submit a screenshot of the spreadsheet when submitting my expenses to RQA because one time long ago they got a little chippy with me about my expenses. Since then I've kept track of everything down to the exact minute on a spreadsheet that I submit to them.