Assign Multiple Fieldworkers to a Booking

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Assign Multiple Fieldworkers to a Single Service within a Booking

Assign multiple fieldworkers to a single service

Some jobs need a team, not a single technician—think large projects, heavy lifting, specialist + assistant, or quality control follow-ups. In OctopusPro, you can assign multiple fieldworkers to the same booking by adding multiple scheduled appointments under the same service.

This makes it easy to:

  • Schedule a crew job (multiple fieldworkers at the same time)
  • Book follow-up appointments under the same service
  • Assign different specialists to different visits (appointments)
  • Improve speed, quality, and customer experience—without splitting the job into separate bookings

How this works (important)

A booking is structured like this:

  • Booking = the overall job record for the customer (may include one or more services and one or more scheduled visits)
  • Service = a service line item inside the booking (e.g., Tile Cleaning, HVAC Repair)
  • Appointment = a scheduled visit (date/time) within a booking

To assign multiple fieldworkers to the same service, you add multiple appointments under that service—each appointment can have its own fieldworker and time.

✅ Crew job (same time): create multiple appointments with the same date/time, each assigned to a different fieldworker.
✅ Multiple visits: create appointments with different dates/times under the same service.

1) Before you start (eligibility & availability)

If a fieldworker doesn’t appear in your selection list, it’s usually due to assignment rules. Before scheduling, confirm:

  • The fieldworker is Active
  • The fieldworker is eligible for the service (services provided)
  • The job location is inside their service area / travel radius (unless you override it)
  • They are within working hours and not already booked (if availability filtering is enabled)
  • Your dispatch settings allow assignment (manual vs job requests / accept-decline workflows)

Tip: Keep fieldworker profiles accurate—availability tools and matching rely on service eligibility, travel rules, working hours, and calendar availability.

2) Assign multiple fieldworkers (Admin Portal – Web)

Create a new booking with multiple fieldworkers on the same service

  1. Go to Bookings.
  2. Click Create New.
  3. Add your booking details (customer, address, etc.).
  4. In Services, click + Add and select the service.

Add the first appointment (visit)

  1. Scroll to Scheduled Appointments.
  2. Enter:
    • Date
    • Start time / End time
    • Assigned Fieldworker


Add additional fieldworkers (additional appointments)

  1. Click Add+ (above the appointments area).
  2. Select Add new appointment.

  3. Enter the appointment details and select a different fieldworker.
  4. Repeat steps 7–9 for as many fieldworkers as needed.
  5. Click Save Changes.

Crew job tip: If you want multiple fieldworkers on-site together, use the same date/time for each appointment.

3) Add fieldworkers to an existing booking (Edit Booking)

  1. Go to Bookings → Upcoming (or Past, if needed).
  2. Find the booking.
  3. Click Actions → Edit booking.
  4. Scroll to Scheduled Appointments under the relevant service.
  5. Click Add+ → Add new appointment.

  6. Enter the date/time and select the additional fieldworker.

  7. Click Save Changes.

4) View all assigned fieldworkers on a booking

  1. Go to Bookings → Upcoming or Past.
  2. Find the booking.
  3. Click Actions → View booking.

  4. Scroll to the service’s Scheduled Appointments section to see:
    • All appointments (visits)
    • Their dates/times
    • Assigned fieldworkers

5) Assign multiple fieldworkers (Mobile App – Admin role)

Admins can also create a booking and assign multiple fieldworkers from the mobile app.

  1. Open the app and log in with an Admin role.
  2. Go to Bookings.
  3. Tap Create New.

  4. Scroll to Services and tap + Add Service.

  5. Select the service.
  6. Add the first appointment (date/time + fieldworker).
  7. Tap Add+ → Add new appointment.

  8. Enter the appointment details and choose another fieldworker.
  9. Repeat as needed, then Save.

6) Remove a fieldworker (delete an appointment)

To remove a specific fieldworker from the booking:

  1. Open the booking in Edit mode.
  2. In Scheduled Appointments, find the appointment assigned to that fieldworker.
  3. Tap/click the Delete (trash) icon on that appointment.

  4. Click Save Changes.

Note: Removing a fieldworker usually means removing their appointment, not deleting the service.

7) Dispatch & job requests (Accept/Decline workflows)

If your business uses job requests (fieldworkers accept/decline work), assignment behaves differently depending on your dispatch method.

Key points

  • A Job Request is an invitation sent to one or more fieldworkers to Accept or Decline.
  • Dispatch can be:
    • Automated dispatch (first-to-accept): assigns immediately when the first worker accepts.
    • Manual dispatch (admin approval): workers can accept/decline, but the booking stays pending until an admin finalizes assignment.

Sending job requests for bookings with multiple appointments

If your booking has multiple appointments, you can send a job request for:

  • A specific appointment (one visit only)
  • A specific service (when a booking contains multiple services)

Recommendation: If you’re assigning a crew job, decide whether:

  • You want to direct-assign each appointment (fastest), or
  • You want to request acceptance per appointment/service (best when relying on subcontractor availability)

8) Payroll & fieldworker share (earnings split)

When multiple fieldworkers are assigned, you may need to control how earnings are calculated and split.

OctopusPro supports commission, hourly, or hybrid pay structures and uses a priority hierarchy so the correct rate is applied automatically.

Common setup options

  • Default pay settings per fieldworker (global agreement on their profile)


  • Service-level pay defaults (company baseline rate per service)
  • Fieldworker-specific service pay overrides (specialist rate for specific services)
  • Booking-level overrides (one-off bonus or custom split for a specific job only)

One-off splits (recommended for crew jobs)

If multiple fieldworkers work the same job and you need a special split, use the booking-level override / fieldworker share editor for that booking—this updates the split for that job only, without changing global pay rules.

9) Tracking & check-in/out (progress visibility)

When multiple fieldworkers are assigned, progress tracking remains clear because appointments can still follow the normal visit workflow.

Depending on your configuration, you can track:

  • Status milestones (e.g., On the Way, Arrived, Started, Finished)

  • Check-in/check-out times
  • Customer/admin updates and visibility

Check-in and check-out timestamps and visit status updates can be viewed from areas like the booking details page, reports, and customer-facing interfaces (based on your permissions/settings).

10) Troubleshooting

A fieldworker isn’t showing in the list

Check:

  • They don’t offer that service
  • They’re outside the travel radius / service area
  • They’re outside working hours
  • They’re already booked at that time (availability rules)
  • Matching rules require certain skills/qualifications/custom field selections

Tip: If needed, admins may be able to override radius restrictions (depending on your configuration) to force a match.

I want multiple fieldworkers on ONE visit (same time)

Create multiple appointments with the same date/time, each assigned to a different fieldworker.

I want a lead technician plus helpers, but I don’t want full profiles for everyone

Consider using “subworkers” (assistants/juniors) if your setup supports it—useful for tracking crew members without creating full accounts for each person.

11) Best practices

  • Name/notes for clarity: Add internal notes describing each appointment’s purpose (e.g., “Technician”, “Assistant”, “QA follow-up”).
  • Use the same time window for crew jobs: Keep all crew appointments aligned so schedules and reminders match reality.
  • Avoid double-bookings: Use availability tools before saving the booking.
  • Keep profile data accurate: Service eligibility, service areas, and working hours directly impact matching and dispatch.
  • Set pay rules once, override only when needed: Use service defaults + fieldworker agreements for consistency; booking overrides for exceptions.

12) Related guides (recommended internal links to add)

Add internal links (titles below) so users can complete the full workflow:

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