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Getting Started Guide
Users & Routes - getting started
Users & Routes - getting started

Users are employees you give access to Fieldwork

Beau O'Hara avatar
Written by Beau O'Hara
Updated over a week ago

Note Adding/Removing routes will affect your monthly billing subscription. The amount depends upon which plan you are in. Go to settings/billing & subscription for more information.


Create users based on their role and how they will interact with Fieldwork. The roles include: admin, schedule, customers, invoicing, reporting, and technician. You might have multiple roles in a small office, or just one role in a large office. Admin includes all of the roles, technician has the technician role only.

Key Points

  • Usually users are either office personnel or field technicians

  • Office personnel do their work in a computer browser

  • Field technicians do their work in our mobile app

  • All users need an email address and password to use Fieldwork

  1. Click the Settings gear icon in the upper-right corner 

  2. Click Users & Routes (left-side column, fourth from the bottom)

  3. Click New User in the upper-right corner of your browser

The employee's information is on the left side of the page:

  1. Enter the first and last name

  2. Enter the employee's phone number; if you want the ability to text this person's mobile phone, enter the country code (+1 for U.S, +61, for Australia...) before the area code (only with business and pro plan)
    To find your country's Country Code, search the internet for: list country code number

  3. Enter the home address (this is for techs starting their day from home, which makes optimizing their schedule easier)

   4. Enter the License# if this is a technician
   5. Enter the employee's email address; you'll be able to send a technician a daily
       work email list of all the stops:
​       Send daily work order email at, select a time
       Send Now, send the list now
       Send daily email for tomorrow, sends tomorrows list
   6. Enter a password for the employee and confirm it; a password is required to use
    7. If the employee is to receive a sales or service commission, enter the percentage

Certain jobs might need more work so you increase the commission for those jobs. Override the commissions for those services. The amount is the percentage for that service.

   8. Select the employee's mobile device type in the drop-down list; if it is not
       accurate, you will not be able to send this employee text messages
    9. Add a little biography as this information appears in the appointment reminder
       email to the customers
   10. Add a photo as this too appears in the appointment reminder email; this gives
       the customer a visual confirmation when the technician arrives

The roles the employee takes on is on the right side of the page:

  1. If you have more than one branch, select the branch this user will be in; a user can be in multiple branches

  2. Enter the time zone this employee is in; if the employee is remote and in a different time zone, enter that employee's time zone

  3. Enter the user role(s) this employee has; remember, Admin includes all of the roles. 

  4. A person assigned to schedule can make changes to all things that affect the schedule - the Dashboard contains Calendar, Estimates, and Work Orders only

  5. A person assigned to customers can make changes to all things that affect the customers account information - the Dashboard contains Customers and Marketing only 

  6. A person assigned to invoicing can make changes to all things that affect the invoices - the Dashboard contains Invoices and Payments only

  7. A person assigned to reporting can make changes to all things that affect the reports - the Dashboard contains Reports only 

  8. A person assigned to technician has a more limited role. These are your people in the field doing the actual work. A tech can see only the customers assigned to him or her. Tech’s can’t see each other's work or customers. 

  9. Read only gives a user read-only access to what ever other roles they have

  10. Estimates gives a user access to Estimates

  11. Agreements gives a user access to Agreements

  12. Tasks gives a user access to Tasks

  13. Work Orders gives a user access to Work Orders

  14. Renewal Notices gives a user access to Renewal Notices 

A person can have multiple roles, such as Schedule, Customers, Invoicing and Reporting. A person assigned the Admin role cannot have other roles assigned because all the other roles are encapsulated within the Admin role. A person assigned the Technician role cannot have other roles assigned because the Technician role is designed to be limited to that role only.

   15. Give user mobile customer access; downloads the entire customer database to
       the mobile device - if you do not want your tech to have access to all of your
       customers keep this check box clear
  16. Only show address for customers; the customer's name is not available to this
  17. Active User (and Route, if assigned); click this to make this employee active and
      assign a route

   18. Service Route; is used for technicians, either assign the tech to an existing route,
        or create a new route
  19. The Route Name should be however you want to manage your routes; you can
       create routes by route number, region, service category, etc.

       Note The following are common route names:
       * By name: Route 1, Route 2, Route 3...
       * By area: Northwest, Northeast, Southwest, Southeast (or even by zip code)
       * By service: Termite, General PC, Commercial, Food Plant

  20. For the Start and End Points click where the technician will be starting and
       ending their day; this is used for routing purposes
  21. Add zip codes in Zip list to assign a zip code to that technician
       Note The purpose of this field is to find technicians by zip code in the calendar.
       When you know a customer's zip code and you need to find a tech assigned to
       that zip code, enter it in the Filter routes by zip... search box

       As you type the zip code, the techs who have that zip code in the Zip list appear.
       This makes it easier to assign a tech based on geographic location

   22. Apply a color to the user for easy identification in the calendar

   23. Click the green Add User button in the lower left of the page

Go back into this new user's account by clicking the new tech's name so you can share the calendar.

Share your calendar

Share your fieldwork calendar with Outlook, Apple or Google calendar. Copy the link and open your third-party calendar. Add it to the option that allows you to add another calendar. For example, in Google Calendar, click the down arrow to the right of Other Calendars, click Add by URL, paste the link into the URL box.

In Summary

At the very least, you need to perform these steps to create or edit a user. On the left side of the page:

  1. Enter the user's first and last name

  2. Enter an email address

  3. Enter and confirm the password

On the right side of the page:

  1. Select the role for this person

  2. If the person IS a tech, click the [x] Technician check box

  3. If it's a new route: give the tech a Route Name where it states e.g. "Route #1"

  4. If the person IS NOT a tech, click the appropriate Role(s) check boxes, for the Service route click <<Add new route>> and click <<None>>

  5. Click the green Add user button

Note Your monthly Fieldwork subscription is adjusted according to how many routes you have active in Fieldwork. There is no surcharge for any other users.

After you create a user you’ll see the Users page. Here you can edit or deactivate your users. 

When an employee is no longer with you
After an employee has left you can deactivate that route from the Settings/User & Routes page.

If the technician still has assigned jobs, move the work to another route.

For more information about removing one tech and moving work to another tech see: Deactivate a User/Route 

IMPORTANT Do not delete a technician. Deleting a tech removes that person from all Work Orders, which could mean a large fine from your auditor. Most jurisdictions require you to hold on to your data for 36 months, after which you can delete the tech. But ask your auditor first.

Also watch this video:

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