Allow fieldworkers to add subworkers
Enabling the Subworkers feature let a lead fieldworker add assistants, apprentices, or entire crews under their login while keeping each helper’s timesheet, GPS trail, and compliance docs separate. Admins can bulk-import subworkers, fine-tune permissions, automate payroll, and report on KPIs such as labour cost per job — all at the same licence rate as a standard fieldworker or free on Unlimited/Corporate plans. A single flag in Settings › General › Fieldworker Permissions turns the feature on.
What Is a Subworker?
A subworker is a lightweight user record nested one level below a lead fieldworker:
- Gets own login to the web and mobile app, but inherits the lead’s service areas, skills, and customer list.
- Clock-in/out, upload job photos, and show on live GPS maps for real-time ETA alerts.
- Cannot view invoices, prices, or complaints, protecting customer PII and revenue data.
- Hired and paid by the lead, yet remains visible to admins for compliance audits and scheduling.
Hierarchy limit: Subworkers cannot create further subworkers; OctopusPro supports a single parent-child level to keep reporting simple.
Need extra context? See [Fieldworker & Subworker Management Guide] and [Managing Subworkers] in the Help Centre.
Key Benefits & ROI
| Benefit | Platform Impact | Industry Proof-point |
|---|---|---|
| One-click crew scheduling | Drag one job; every linked subworker auto-books. | Crew-oriented FSM tools cut dispatch time by up to 35 %. |
| Least-privilege access | Subworkers inherit only job data, shielding prices & PII. | RBAC prevents “permission sprawl,” boosting data security. |
| Transparent payroll | Timesheets & piece-rates logged per subworker. | Data-driven timesheets raise payroll accuracy by 24 %. |
| Flat pricing | Same licence rate as fieldworker; free on Unlimited plans. | Predictable SaaS costs aid scaling for SMEs. |
| Bulk notifications | SMS/e-mail entire crew from one screen. | Central comms boosts job-completion rate by 40 %. |
Pricing & Licensing
| Plan | Charge Method | Effect |
|---|---|---|
| Standard / Growth | Each subworker = 1 fieldworker seat | Costs scale 1-for-1 with headcount. |
| Unlimited / Corporate | User fees bundled | Add limitless subworkers; billing stays booking-based. |
Cost & Billing
Sub-profiles count as full fieldworker licences in OctopusPro. Each one is billed at the same user-fee rate as a standard fieldworker, so your costs stay predictable whether you add a new team member as a primary fieldworker or as a sub-profile.
Cost-effective scaling
If you’re on an Unlimited or Corporate plan, user fees are already bundled into your subscription, so adding sub-profiles (or fieldworkers) does not increase your bill—the platform’s pricing remains booking-based. This gives organisations of any size the flexibility to grow their workforce without unexpected per-user charges.
How to Enable Subworkers
- Sign in as an admin.
- Go to Settings › General Settings › Fieldworker Permissions.
- Toggle “Allow fieldworkers to create subworkers.”
- Tooltip text (copy-ready):
When ON, an Employees (Subworkers) tab appears inside each fieldworker profile. Admins and fieldworkers can add assistants, apprentices, or crew members as subworkers, each with their own login, schedule, and timesheet. Subworkers inherit their lead’s permissions and are billed at the standard fieldworker rate — no extra fees on Unlimited or Corporate plans.
- Save; the tab is live.
Onboarding Workflow
— Admins
- Fieldworkers menu → pick lead → Personal Details → + Create New Subworker.
- Fill name, email, mobile, pay rate, credentials, licences.
- Click Save → invite email auto-sends with login link.
— Lead Fieldworkers (if permitted)
- My Account › Subworkers › Add.
- Complete form → Save.
Bulk Import: Under User Management › Import, upload a CSV with lead-ID column to mass-create subworkers in seconds.
Permissions Matrix (Default)
| Action | Admin | Lead Fieldworker | Subworker |
|---|---|---|---|
| View own jobs | ✓ | ✓ | ✓ |
| View all jobs | ✓ | ✕ | ✕ |
| Create bookings | ✓ | Optional* | ✕ |
| View invoices | ✓ | Optional* | ✕ |
| Edit PII | ✓ | ✕ | ✕ |
| Clock in/out | ✕ | ✓ | ✓ |
*Admins can grant extra rights per lead in Fieldworker Permissions.
Payroll & Timesheets
- Subworkers can log hourly, per-task, or commission rates.
- GPS-verified check-in/out auto-populates weekly timesheets.
- Export to Xero, QuickBooks, or CSV for bulk pay-runs.
Compliance & Safety
- Attach licences, certifications, or police checks per subworker; expiry reminders sync to the dashboard.
- Audit trail logs every edit, activation, or deactivation for two years.
Bulk Management Tips
| Task | Location | Notes |
|---|---|---|
| Deactivate Seasonals | Fieldworkers list → Status dropdown | Keeps history, hides from dispatch board. |
| Re-assign Crew | Booking → Assignee | Drag-and-drop to new lead; linked subs move automatically. |
| Filter by Role | Calendar → Tag filter | Use roles (“apprentice”, “nurse”) set in subworker profile. |
KPIs & Reporting
- Labour cost per booking (fieldworker vs. subworker) highlights margin leaks.
- Utilisation rate auto-calculates based on scheduled vs. available hours.
- Customer-rating variance pinpoints training gaps between lead and subs.
Mobile-App Features for Subworkers
| Feature | Android / iOS |
|---|---|
| GPS navigation & live ETA | ✓ |
| Check-in/out with geofence | ✓ |
| Upload before-/after photos | ✓ |
| Push notifications for new tasks | ✓ |
Subworkers must allow location services on first login to enable ETA and safety alerts.
Known Limitations
- Single-level hierarchy: Subworkers cannot create their own subworkers.
- No direct customer messaging: All chat funnels through the lead or office to prevent mixed signals.
- Stock & inventory: Subworkers inherit the lead’s inventory permissions; they cannot issue purchase orders independently.
Conclusion
By flipping one toggle, subworkers elevate a one-person operation into a coordinated crew—complete with RBAC security, GPS accountability, automated payroll, and crystal-clear KPIs—while keeping your SaaS bill flat. Follow the onboarding steps above, monitor the KPIs, and iterate. For deeper workflows, explore the linked guides or contact Support; we’re ready to help you scale safely and profitably.
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