Fieldworker Email Verification

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Fieldworker Email Verification

Fieldworker email Verification Process

Email verification confirms that a fieldworker can access the inbox for the email address on their profile. This helps protect accounts, reduces onboarding issues caused by typos or inaccessible inboxes, and ensures important job and security emails reach the right person.

In this guide, you’ll learn how to:

  • Understand when and why fieldworker email verification is required
  • Resend a verification email from the fieldworker profile
  • Confirm the email was sent using the fieldworker Email Log
  • Help fieldworkers complete verification and start using the app
  • Re-verify after an email address change
  • Troubleshoot common verification issues

Table of Contents

Why email verification matters

  • Security: Ensures the fieldworker truly controls the email used to sign in and receive account/security messages.
  • Fewer onboarding delays: Catches incorrect or inaccessible email addresses early, before jobs are assigned.
  • More reliable communications: Reduces failed deliveries (bounces) and misdirected messages, improving operational reliability.
  • Controlled access: Admins can manage fieldworker access, including activating/deactivating or blocking accounts when needed.

Before you start

Before resending verification emails, confirm the following:

  • The email address is correct in the fieldworker profile (no typos).
  • The fieldworker is not blocked and is allowed to access the system.
  • Your account can send emails. If your OctopusPro account hasn’t verified at least one sending email address or authenticated your domain, emails may not send. See Business Email Authentication.

Business Email Authentication and Deliverability

Methods of adding fieldworkers

OctopusPro supports multiple ways to add fieldworkers. In most cases, OctopusPro automatically triggers an email verification/activation email when the account is created.

  1. Email invitation (invite link): Invite fieldworkers to register using a sign-up link (often shared via email). See Add Fieldworkers.
    Fieldworker Management and Configuration
  2. Online sign-up (website/customer portal): Publish a fieldworker sign-up link and onboard fieldworkers online. See Fieldworker Sign-up & Onboarding.
    Fieldworker Recruitment and Onboarding
  3. Manual addition: Create a fieldworker profile from your admin account (typically sends verification automatically).
  4. CSV import: Bulk import fieldworkers (verification emails are triggered for imported users, depending on your settings).
  5. Accounting sync: Sync records from connected accounting software (e.g., Xero or QuickBooks), if enabled.

Tip: Ask new fieldworkers to install the app early so they can verify and sign in without delays. See Getting Started as a Fieldworker.

Getting started as a fieldworker overview diagram

Resend a verification email (admin/staff)

If the fieldworker didn’t receive the email, the link expired, or their email address changed, you can resend the verification email from the fieldworker profile.

  1. Go to Fieldworkers in the admin portal.
  2. Open the fieldworker’s profile.
  3. Open Personal details, then expand Account details.
  4. Next to the email address, click Send verification email (may appear as “Send Email Verification Link” depending on your UI).

Resend verification email from Fieldworker Profile > Personal Details > Account details

  1. In the confirmation popup, click OK to send the email.

Confirmation popup for sending verification email

Confirm the email was sent (Email Log)

After you resend the verification email, confirm it was generated and sent successfully:

  1. In the fieldworker profile, open the Activity tab.
  2. Scroll down to Email Log.
  3. Check Received Emails (or the relevant email list) for the verification email entry.

Email Log showing verification email under Received Emails

For deeper auditing (timestamps, subject lines, delivery history), see: Fieldworker Email Log.

What the fieldworker needs to do

Once the verification email is received, the fieldworker must complete the verification from their inbox:

  1. Open the email with the verification/activation message.
  2. Click the Verify button or verification link (e.g., VERIFY MY ACCOUNT).
  3. Follow the on-screen steps to finish account setup.
  4. Sign in to the app using their email and password.
  5. Complete or update their profile after logging in (recommended).

Example verification email with VERIFY MY ACCOUNT button

Important: If the email is not verified, the fieldworker may be blocked from signing in until verification is completed.

Helpful guides for fieldworkers/admins:

Updating a changed email address (re-verification)

If a fieldworker’s email address changes, the verification status typically returns to Pending until the new email is verified. This is a security measure to ensure the new address belongs to the fieldworker.

How to change the email address
  1. Open the fieldworker’s profile.
  2. Go to Personal details and expand Account details.
  3. Edit the email address and click Save / Update.
Re-verify the new email address
  1. Send a new verification email (follow the steps in Resend a verification email).
  2. The fieldworker opens the email and clicks the verification link/button.
  3. Confirm successful sending in the Email Log if needed.

Troubleshooting & FAQs

1) The fieldworker didn’t receive the verification email
  • Ask them to check Spam/Junk and search their inbox for “verify”, “activation”, or “OctopusPro”.
  • Confirm the email address is correct in the fieldworker profile.
  • Resend the verification email (see Resend a verification email).
  • Confirm the email was generated in the Email Log.
  • If your account is having email sending restrictions, complete Business Email Authentication.
2) The verification link expired or no longer works
  • Send a new verification email from the fieldworker profile (links can expire or become invalid after changes).
3) The fieldworker still can’t log in after clicking verify
4) We want tighter control over what fieldworkers can access
Onboarding & Setup
Login & Security
Auditing & Communications

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