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.
Summary
Create users based on their role and how they will interact with Fieldwork. The roles include Admin, Read Only, and Technician. Some roles, such as Admin and Technician, have pre-set Permissions. Other roles, such as Read only, have no permission and will need permissions added to function properly. Permissions include Schedule, Customers, Invoicing, Reporting, Estimates, Agreements, Tasks, Work orders, Renewal notices, Messages, and Settings. A user might have multiple responsibilities in a small office or just one in a large office.
Key Points
Usually, users are either office personnel or field technicians
Office personnel do their work in a computer browser and access Fieldwork via the link app.fieldworkhq.com
Field technicians do their work in our Fieldwork Office app. The Fieldwork Office app can be downloaded from the Apple App Store for iOS devices or via the Google Play store for Android devices.
All users need an email address, password, and permission or role to use Fieldwork.
Create new users
Click the Settings gear icon in the upper-right corner
Under the Company Setup column, click Users & Routes (left-side column, fourth from the bottom)
Click New User in the upper-right corner of your browser.
You will be taken to the Profile tab of the New User page.
User Profile Tab
Enter the user's first and last name.
Enter the employee's phone number; if you want the technician to receive text notices of changes made to the current day schedule, enter the country code (+1 for U.S, +61, for Australia...) before the area code. To find your country's Country Code, search the internet for: list country code number. Other technician text options are available with business and pro plan.
Enter the home address. This is used with Route Optimization. Format the address as it would be found using Google Maps.
Enter the License# if this is a technician. If entered, the technician's name and license will appear on the Service Report emailed to your customer.
Enter the employee's email address. This will become their login. You'll be able to send a technician a daily work email list of all the stops:
If you want to send a daily work order email to the technician, check the box Send daily work order email at and select a time. Clicking the Send Now button will send the email. If you add Send daily email for tomorrow, the system will send tomorrow's list (versus todays list). This feature is available only to users assigned routes.
Enter and confirm the employee's password; a password is required to use Fieldwork. Passwords must be at least nine characters long.
Enable 2fa via an authentication app (Recommended for those accessing Fieldwork via a browser).
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.
Select the employee's mobile device type in the drop-down list.
Add a Biography. If selected in Settings > Appointment Reminders. The appointment reminders will contain the technician's biography and photo.
Upload a photo of the technician.
Job Title - Not used at this time.
Monthly/Draw Salary - Not used at this time.
Reports to. If one of your technicians functions as a supervisor. Use the pull-down and add the supervisor's name. This will give the supervisor access to the schedules of those technicians who report to them. NOTE: The supervisor must have a route.
Signature. The technician's signature can be added. It will automatically populate the technician's signature on all work orders they complete. NOTE: You can log into Fieldwork on any device with a touch screen. Click in the signature box and sign. Or scribble the signature using a mouse.
Service Route tab
Assign a user a route. It can be an existing route or a brand-new route. 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.
Activate User(and Route, if assigned). Check this box to activate the user.
Service Route. Use the dropdown menu to: << Add new route >> (this action may charge your account on save), << None >> (used to create a user such as office staff), or select an existing route. NOTE: If you are creating a new use to replace an existing use that has a route. Review Deactivate a User/Route before proceeding.
Route name. If in the previous step, you have chosen to << Add new route >>. Give your route a name. 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
Start point/End point (home or office). For the Start and End Points click where the technician will be starting and ending their day; this is used for route optimization purposes.
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
Color. You can edit the color seen on the calendar view.
Commissions tab
Set the commission percentage value for Sales and Services. Click the Update future WOS will update this technician's work orders.
Certain jobs need more or less commissions based on many factors. For example, avoid paying 20% on a $1,000.00 termite service. Or pay higher commissions for bed bug services.
Use the Add Override service commissions for specific services.
The same applies to sales commissions. Use the Override sales commissions for specific services
See Commission - getting started for more details.
Permissions tab
To access Fieldwork, a user must be assigned a Role or one or more Permissions. The roles Admin and Technician have preset permissions and can not be changed.
For example, the Admin can access all aspects of Fieldwork and is granted all permissions. This role should be given only to those who require complete control.
The Technician can access only those permissions necessary to perform their tasks in the field. NOTE: Technician can be granted the permission Agreements.
The role Read Only has no preset permissions and will need permissions added as necessary. Attempting to log in with Read role and no permission will produce a login error message.
Branch(es)
Branch(es) - If your company has more than one branch, grant access to the appropriate branch as required. A user can have access to more than one branch.
User Roles - Roles
Admin - The Admin role provides full access to all aspects of fieldwork. From the desktop, admin can access the Dashboard, Customers, Calendar, Sales, Marketing, reports, inbox, and alerts. The admin role should be granted only to individuals needing complete control. The admin has permission to use the Fieldwork Office app. NOTE: Without a route, the admin can view all work orders for all technicians but cannot interact with the work orders.
Read Only—Read only comes with no permissions. Grant permissions as necessary.
Technician - The technician is only granted permission necessary to perform their job. From the Fieldwork Office App, technicians can access Calendar, Tasks, Estimates, Work Orders, and Work Pool. NOTE: There are additional Mobile Specific Permissions, which we will cover below.
Permission
Permissions can be granted to any user not assigned a role, allowing you to fine-tune who has access to what areas.
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.
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.
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 address of customer - NA
Mobile app user only (no online access) - Technician can not log in via the Fieldwork Office app
Integration tab
Zapier is an online automation tool that connects your favorite apps, such as Gmail, Slack, Mailchimp, and more. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to build the integration. It's easy enough that anyone can build their own app workflows with just a few clicks.
This is the API Key for Zapier integration: 9c8f3c11... This is the key you will copy and past to Zapier.
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. NOTE: Updates to Google Calendar or Apple Calendar are dependent on those parties and may be delayed.
In Summary
At the very least, you must perform these steps to create or edit a user.
From the User Profile tab:
Enter the user's first and last name
Enter an email address
Enter and confirm the password
From the Routes tab
If it's a new route: give the tech a Route Name where it states e.g. "Route #1"
If the person IS NOT a tech, click the appropriate Role/Permission check boxes, for the Service route click <<Add new route>> and click <<None>>
Click the green Add user button
From the Permissions tab:
Select the role for this person
If the person IS a tech, click the [x] Technician check box
If the person IS office staff, select to appropriate Permissions.
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.
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: