Fieldworker Check-In & Job Completion Workflow

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Fieldworker Check-In & Job Completion Workflow

Fieldworkers can log every milestone of an on-site visit—Arrived, Started, Paused, Finished or Unable to Start—directly from the OctopusPro mobile app. Doing so time-stamps the event, notifies office staff and the customer, and auto-feeds timesheets, payroll, and job analytics. By combining geolocation tagging, photo checklists, and flexible status codes, OctopusPro lets fieldworkers focus on the work while back-office teams see live progress and can act fast when a job stalls. The guide below explains the entire workflow, shows industry examples (from HVAC to home care), and highlights the key benefits for fieldworkers, dispatchers, and customers alike.

Overview

When a fieldworker reaches a booking address they “check in” (Start Job). The app:

  • Confirms arrival to the office and customer in real time
  • Starts a visit-level timer and populates the staff member’s timesheet
  • Triggers any mandatory safety or quality checklists (e.g., upload a “before” photo)

If the site is inaccessible or unsafe, the fieldworker taps Unable to Start, selects a reason, and the visit status flips to Failed so dispatch can intervene.

After work is complete, Finish Job closes the timer, prompts for “after” photos, signatures, or parts used, and sets the visit to Completed.

Prerequisites & Settings

Feature Where to Enable Why It Matters
Location Services & Geofencing Fieldworker App → Permissions Ensures check-in is only allowed within a defined radius, reducing “pocket check-ins.”
Check-in/Check-out Checklists Settings → Fieldworker Workflow Forces photos, notes, or custom questions at start/finish for QA compliance
Automatic Timesheets Settings → Payroll & Timesheets Every Start/Finish posts a worked-time entry, with GPS pin, for payroll approval

Step-by-Step Workflow

1. Arrive & Start Job

  1. Open the booking → tap Start Job.
  2. Once the job has been started, the time tracking for the booking will start.
  3. Admin users will receive an alert about the status change, provided their notifications are enabled.
  4. Enter Estimated Time to Complete if the visit may exceed its scheduled slot (helps planners re-route upcoming jobs).
  5. Complete any start-checklist items (e.g., pre-work risk photo, customer signature).

  6. The app turns the visit bar green and the timer starts

Tip: Some businesses prepend an “On My Way” push to give customers a 15-minute heads-up before arrival.

2. Unable to Start

If gates are locked, the customer is absent, or hazards exist:

  1. Tap Unable to Start.
  2. Choose a reason from the admin-configured list (e.g., No Access, Unsafe Site, Customer Rescheduled).
  3. Add photos or notes.
  4. Visit status changes to Failed, alerting dispatch to reschedule or contact the client.

3. Pause / Resume (Optional)

Long visits can be paused for lunch or parts runs. Tap Pause Timer; tap Resume when back on site. Each segment is logged separately in the timesheet.

4. Finish Job

  1. Tap Finish Job.
  2. Complete end-checklist items (e.g., “after” photo, parts used, customer sign-off, depending on company settings).
  3. Select the next booking-level status (e.g., Completed, Part-Pending, Invoice Ready).
  4. Timer stops; actual hours flow to payroll and job costing. The customer receives an automatic completion email/SMS if enabled.

Benefits

Stakeholder Benefit
Fieldworker One-tap clock-in/out, proof of work, fewer phone calls
Dispatcher/Admin Live map of who is on site, ETA overruns, automatic timesheets
Customer Real-time arrival notifications and a visual job log in the customer portal
Finance Accurate labour costing and audit trail for invoicing & payroll
Compliance & QA Mandatory photo evidence and safety checks embedded in workflow

Industry Use-Case Examples

  • HVAC & Plumbing – before/after unit photos validate warranty work.
  • Cleaning – checklist ensures each room is photographed on entry and exit.
  • Home Care – care workers clock in/out for Electronic Visit Verification (EVV) compliance.
  • Courier & Delivery – Unable to Start records failed delivery attempts with GPS proof.
  • Facilities Maintenance – pause/resume tracks time spent waiting for parts.

Troubleshooting & FAQs

Issue Likely Cause Fix
Start Job button greyed out GPS off or outside geofence Enable location & move within radius
Timer didn’t stop on Finish Poor connectivity Re-open booking when online; app syncs retrospectively
Wrong status chosen User error Admin can edit visit status & timesheet in back office

Related Links

  • Fieldworker Timesheets & Payroll Integration
  • Job Status Codes & Automation Rules
  • Customer Notifications & Portal Access

By following this workflow, your team gains real-time visibility, bullet-proof compliance records, and happier customers—all while reducing admin overhead.

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