Users are the employees you give access to Fieldwork. This guide explains how to create them, assign routes, and set the right permissions.
Billing note: You can add unlimited users to your account — everyone with access is a user. You're charged only for users assigned to a service route, and that cost depends on your plan. So adding or removing a route changes your monthly subscription, but adding office staff does not. See Billing & Subscription for details.
Overview
Create each user based on their role and how they'll use Fieldwork. There are three roles:
Admin — full access to everything (preset permissions, can't be changed).
Technician — only the access needed to do field work (preset permissions, can't be changed).
Read Only — starts with no permissions; you add them as needed.
If a role doesn't fit, you can skip the role and grant individual permissions instead: Schedule, Customers, Invoices, Reporting, Estimates, Agreements, Tasks, Work Orders, Renewal Notices, Messages, and Settings. This lets you fine-tune access — useful when one person wears several hats in a small office, or has a single narrow responsibility in a large one.
Every user needs three things to log in: an email address, a password, and a role, or at least one permission.
Who works where
Standard User (office staff) — access based on permission level; no personal calendar and can't complete work orders from the mobile app. Free.
Calendar/Route User (technicians and sales staff) — access based on permission level, plus their own calendar and the ability to complete work orders from the mobile app. Charged when assigned a route.
API Integration User (partners or custom integrations) — used to connect partners (e.g., Voice for Pest, Applause) or custom API integrations.
Create a new user
Click the Settings gear icon in the upper-right corner.
Under the Company Setup column, click Users & Routes.
Click New User in the upper-right corner.
Choose the type of user to create (see below).
Choose the user type
Before the profile opens, Fieldwork asks you to pick one of three user types. This choice sets up the user's basic capabilities and affects billing:
User type | Who it's for | What they get | Billed? |
Standard User | Office staff | Access based on their permission level. No personal calendar; can't complete work orders from the mobile app. | Free |
Calendar/Route User | Technicians and sales staff | Access based on their permission level, plus their own calendar and the ability to complete work orders from the mobile app. | Charged when assigned a route |
API Integration User | Partners or custom integrations | Used to connect partners (e.g., Voice for Pest, Applause) or custom API integrations. | — |
Click Create under the type you want. The rest of this guide covers the Profile, Service Route, Commissions, Permissions, and Integration tabs that follow.
Profile tab
User Profile tab
The fields appear in this order:
First Name and Last Name.
Phone number — used for SMS notifications; include the country code (
+1U.S.,+61Australia, etc.). Used for 2FA codes by text and same-day schedule-change texts.Home address — used for routing optimization. Format it as it would appear in Google Maps.
License # — for technicians. If entered, the technician's name and license appear on the Service Report emailed to your customer.
E-mail — becomes the user's login.
Password and Confirm password — required, at least nine characters.
Login hours — two time dropdowns (start and end). They limit the window during which this user can log in; outside it, login is blocked. Leave both blank for no restriction.
Two-Factor Authentication (2FA) — choose one level: Disabled (not recommended), Good (code via email), Better(code via SMS; needs a mobile number, falls back to email), or Best (code via Microsoft/Google Authenticator app; you're walked through setup after saving).
Skills — free-text list of the user's skills.
Time zone — the user's own time zone (use their local zone if remote).
Mobile device type — choose from the dropdown.
Biography — shown in appointment reminders if enabled under Settings → Appointment Reminders.
Photo — upload a photo (also used in appointment reminders).
Click Select
Click on the file you would like to upload, then click Upload
Once you click Upload, your image will look something like this:
Job Title and Monthly/Draw Salary — present on the form but not currently used by the system.
Reports to — if a technician acts as a supervisor, select their name. Supervisors can see the schedules of techs who report to them. The supervisor must have a route.
Signature — check Auto sign work orders and agreements to automatically apply this user's signature to every work order and agreement they complete.
Service Route tab
Assign the user an existing route or a brand-new one.
Billing note: Adding or removing a route affects your monthly subscription — see Billing & Subscription.
Activate User (and Route, if assigned) — check this box to activate the user.
Service Route — choose from the dropdown:
<< Add new route >> — creates a new route (may charge your account on save).
<< None >> — for users who don't need a route, such as office staff.
An existing route.
If you're creating a user to replace someone who has a route, read Deactivate a User/Route first.
Route name — if you chose << Add new route >>, name it however you manage your routes. Common conventions:
By number: Route 1, Route 2, Route 3
By area: Northwest, Northeast, Southwest, Southeast (or by ZIP code)
By service: Termite, General PC, Commercial, Food Plant
Start point / End point — where the technician begins and ends their day (home or office). Used for route optimization.
ZIP list — add ZIP codes to this technician so you can find them by ZIP in the calendar. When you know a customer's ZIP and need the assigned tech, enter it in the Filter routes by zip… search box.
Color — set the color used for this route on the calendar.
Commissions tab
Set commission percentages for Sales and Services. Click Update future WOs to apply the rates to this technician's work orders.
Because some jobs warrant different rates, you can fine-tune:
Override service commissions for specific services (e.g., avoid paying 20% on a $1,000 termite service, or pay more for bed bug work).
Override sales commissions for specific services.
For details, see Commissions — Getting Started.
Permissions tab
To use Fieldwork, a user needs a role or at least one permission.
Roles
Admin — full access to everything: Dashboard, Customers, Calendar, Sales, Marketing, Reports, Inbox, and Alerts on desktop, plus the Fieldwork Office app. Grant only to people who need complete control. Without a route, an Admin can view all technicians' work orders but can't interact with them.
Read Only — no permissions by default. Add permissions as needed.
Technician — only the access needed for field work. From the Fieldwork Office app, technicians can use the Calendar, Tasks, Estimates, Work Orders, and Work Pool. Technicians can also be granted permission under the Agreement.
Sentricon users: if Sentricon is active on your account, the technician must have the Technician role.
Schedule - Schedule gives access to the calendar and Sales, which includes Estimates and Work Orders. Users can create and reschedule work orders, Estimates, and Tasks from the Calendar, print the calendar, and create time blocks.
Customers - This gives users access to Customers. Users can create new customers and edit existing customers, including service locations. Users can access all options available under Create New...
Invoices - The user has access to Sales, Invoices, and statements. They can take payments, edit invoices, and access bulk options like send to customers, bulk print, and consolidating. NOTE: They can not add a credit card to an account.
Reporting - The user has access to Reports.
Estimates - The user has access to Sales and Estimates. NOTE: This permission must accompanied by one other permission.
Agreements - The user has access to Agreements. NOTE: This permission must accompanied by one other permission. Only available in Pro plan.
Tasks - Gives the user access to Tasks. NOTE: This permission must accompanied by one other permission.
Work Orders - The user can access the calendar and sales > work orders. Users can create/edit work orders and schedule work orders. Under Sales > Work orders, the user can access bulk options.
Renewal Notices - Gives users access to renewal notices. NOTE: This permission must accompanied by one other permission.
Messages - Gives the user access to the inbox. NOTE: This permission must accompanied by one other permission.
Settings - Gives the user access to all company settings. NOTE: This permission must accompanied by one other permission.
Mobile Specific Permissions
Mobile-specific permissions are additional permissions that can be granted to a technician with the role of Technician. The Technician role grants access to the Calendar, Estimates, Work Orders, and Work Pool as seen from the Fieldwork Office app. found by clicking on the three horizontal bars in the upper left corner.
Give user mobile customer access - This permission will add the Customer option to the permission list. The technician will have access to all information found under Customers. They can add/edit/view the customer and service location information. This includes adding and editing service location information. The technician will also see unpaid invoices and can take payments on open invoices, and be able to create Estimates.
Give user mobile access to production value - While in the Calendar view, the technician will see the day's total production value.
See also - Production Value - what is it
Allow re-scheduling from mobile app. - This permission will add a Re-schedule button on the work order. Unless the technician is a supervisor. The technician can reschedule a work order on their own calendar.
Can edit device details from mobile - When inspecting device. This permission adds an Edit button allowing the technician to edit the Building, Floor, Location, Device #, and device type.
See also - Settings - Device & Trap
Only show the address of the customer - NA
Mobile app user only (no online access) - Technician can not log in via the Fieldwork Office app
Branch(es)
If your company has more than one branch, grant access to the appropriate branch(es). A user can have access to more than one.
Integration tab
Zapier is an automation tool that connects apps like Gmail, Slack, and Mailchimp, letting you automate repetitive tasks without code.
API Key — copy the key shown here (e.g.,
9c8f3c11…) and paste it into Zapier. See Zapier — What it is and how to connect.Share your calendar — share your Fieldwork calendar with Outlook, Apple, or Google Calendar. Copy the link, then in your other calendar add it by URL (in Google Calendar: Other calendars → Add by URL). Updates depend on the third-party provider and may be delayed.
Quick reference: the minimum to create a user
Profile tab
First and last name
Email address
Password (entered and confirmed)
Service Route tab
For a technician: choose << Add new route >> and give the route a name.
For office staff: set the Service Route to << None >>.
Click the green Add User button.
Permissions tab
Technician: Check the Technician box.
Office staff: select the appropriate permissions (or the Admin / Read Only role).
When an employee leaves
Deactivate the route from Settings → Users & Routes. If the technician still has assigned jobs, move that work to another route first. See Deactivate a User/Route.
⚠️ Do not delete a technician. Deleting them from all work orders could trigger a large fine from your auditor. Most jurisdictions require you to keep records for 36 months before deletion — check with your auditor first.
Also, watch this video:
Need more help? Reach out to Fieldwork support, and we will be happy to walk you through these settings.