Fieldworker Permissions

List of Contents:

Introduction

Fieldworkers’ permission in OctopusPro doesn’t have full access to all of the details in the system such as the booking details so it is rather the admin’s job for editing, viewing, and correcting any of the fieldworker’s work. In the fieldworker’s permission tab, by enabling and disabling the buttons to facilitate any booking in the application. 

• Allow Fieldworkers to edit Their booking details at all times 

When the toggle is enabled, the fieldworker can edit the booking details.

By disabling the toggle, the fieldworker will not be able to edit the booking, if the admin confirmed to request access to edit the booking, the fieldworker will be able to edit the booking.

By accessing requests from the admin; By accepting, the fieldworker will be able to edit. By declining, the fieldworker will not be able to edit. The notification list will be in the admin portal.

Enabling the toggle of giving access to the fieldworkers to edit any of the details of the booking in the OctopusPro application can work on many additional benefits, login by your credentials as (Fieldworker).

• Display customer contact details to fieldworkers at all times 

In order for the fieldworker to show any of the customer details at any time, the fieldworker will be able to view all the details of the customer as in the email, number, etc… by enabling the toggle, in the fieldworker application.

Go to bookings > Contact Info Section.

1. The Email: an email invoice or email booking.

2. Signature of the customer: will be shown that says “I agree that all work has been completed successfully.” Note there are two options in this page which are RESET then SAVE. 

3. Call: The fieldworker can call the customer, the customer’s number will appear, there is a small popup that appears and says (CALL CUSTOMER “you can edit the phone number before making a call, then a white field of adding the number.”), the fieldworker can press on either OK or Cancel.  

4. SEND SMS: Sending SMS messages to the customer John White. 

Enabling the toggle in the admin web page (Fieldworkers Tab) as illustrated below in the screenshot. 

By enabling the toggle in the fieldworker’s tab, it will be illustrated as shown below in the following screenshot. All the contact details are visible. 

Disabling the toggle in the admin web page (Fieldworkers Tab)

• Apply fieldworker changes without office approval 

By disabling the toggle, the fieldworker will edit the booking without office approval. Fieldworkers can add changes in the OctopusPro application such as the Services, the Cost of the Services, Customers, etc… By Enabling the “Apply fieldworker changes without office approval” toggle, those changes can be done without any office approval. 

Disabling the toggle of applying the changes without office approval will restrict the fieldworker to do the changes and viewing them by default. Note: A notification will be sent to the fieldworker by the admin to either approve or reject the changes done in the booking by the fieldworker.

Admin users can access the fieldworker’s permission page in OctopusPro by navigating to Settings > General settings > Fieldworkers Permission. By disabling this button as shown below in the following screenshot.

In the admin portal to view the changes done by the fieldworker follow the steps below:- 

1. Those changes done by the fieldworker can be viewed in the admin portal by a notification that will appear in the notification list as shown below in the screenshot.

To review the edits done in the booking and view the booking, press on the following icon as shown below in the screenshot.

After opening the following page, you can either approve or reject those changes. The fieldworker will receive the notification in the application after deciding to either approve or reject the changes. 

If the changes are still pending, the booking will be flagged as Awaiting Office Approval.

• Display the full booking address to fieldworkers at all times 

The company can allow the fieldworker to view the full booking address or not. By enabling this toggle, the fieldworker will be able to see the full booking address.

In the application, as shown below, the full address is visible because the toggle was enabled in the fieldworker’s tab.

By disabling the toggle, the full address won’t be visible as shown below in the illustrated screenshot. 

The application will send a message to the fieldworker “You can’t view or edit the booking address until you have pressed the ON THE WAY button to notify the customer and office that you are on the way. The button will appear a few hours before the scheduled start time.”

• Allow fieldworkers to have Sub-Profiles 

OctopusPro application enables the fieldworkers to have other sub-profiles, this can be done from the application by adding more employees. When enabling this button from the admin web page (Fieldworkers Tab) as shown below in the following screenshot.

In the OctopusPro application, by going to the fieldworker, scroll down until the fieldworker can see the employee section, as shown below in the screenshot taken from the application. 

The page of Adding Employee as shown below, by filling in the input fields such as the first/last name, email, mobile, address, etc.… Note: The Add button allows fieldworkers to add as many employees as possible. 

By disabling the button, from the admin web page, the fieldworker will not be able to add any employees to the application.

In the application, when logging in as a fieldworker, by scrolling down the page, the section for adding an employee is not available.

• Keep payments pending until reconciled by an authorized user 

By enabling the toggle button “Keep payments pending until reconciled by an authorized user” all payments will be pending to the fieldworker until approved by the admin user.

When logging in as a fieldworker and checking one of the open invoices, as illustrated below in the following screenshot, the payment will be pending because this toggle is enabled so any payments entered by the fieldworker will be under the pending mode until it is approved by an Admin. It will be viewed as “Pending payment 100.”

If disabled, by default the payment will be approved as shown below in the following screenshot.

• Display booking billing amount to fieldworkers 

In-display the booking billing amount, the fieldworkers will be able to view quoted amounts for the bookings like seeing all the charged amounts for their bookings. When activating the toggle all the earnings quotes, invoices, and billing data in the booking will be visible to the fieldworkers.

As shown below in the illustrated screenshot.

By disabling the toggle, all the earning in the application will disappear from all places for example all the details of the billings and invoices from your fieldworkers will not be visible but fieldworkers will still be able to see whether a booking has been paid or not without seeing the whole payment amount. 

As shown below in the following screenshot.

• Display fieldworker earnings for bookings 

Fieldworkers can view all the earnings for the bookings that they were assigned. By enabling the toggle, fieldworkers earnings will be shown below.

By disabling the toggle, the section for the earning will not appear to the fieldworkers.

• Notify customers by SMS when fieldworkers are on the way to their booking

When a booking is created and assigned to the fieldworker, an SMS message will be sent about the service to know where the fieldworkers are, when they will reach the destination, etc..

By enabling the toggle, an SMS will be sent by default from the company to the customer. 

By disabling the toggle, an SMS will be sent to the customer through the personal number of the fieldworker. Note: This action is optional, not mandatory.

A popup window will appear to Notify Customer via SMS. You can either click send or cancel.

• Allow fieldworkers to accept and decline booking requests 

When the toggle of the accept/decline booking requests is enabled, the fieldworkers can accept or decline services in new booking requests they receive through the application.

By disabling the toggle, the services in new booking requests will be accepted by default when the fieldworker receives it through the application.

• Allow fieldworkers to view your entire customer database when making new bookings 

By enabling the toggle, the fieldworker can search any customer in the database even if the fieldworker didn’t add customers. 

In the application, to enable or disable the toggle:

From the side menu  > create booking /invoice /quote > customer search view

By disabling the toggle, fieldworkers will only be able to view the customers that they only added. 

• Display owners details in fieldworkers profile

In the OctopusPro application, all the details about the owner can be shown to the fieldworker if they want to view it. By enabling the button in the admin web page (Fieldworkers permission)

In the application, the visibility of showing the information for the fieldworker about the owner can be shown from, logging in as a fieldworker, going to the general media profile, then scrolling down to the owner section. 

By disabling the toggle, in the application as shown below in the illustrated screenshot, there is no data about the owner details.

• Ask fieldworkers to upload photos when starting a booking 

When the fieldworker started the job, by enabling the toggle of adding photos at the start of the process and making it mandatory, the fieldworker doesn’t have a choice other than start the service without uploading photos as requested but if it was just clicked as optional then there is no problem in starting the job without uploading the photos.

By disabling the toggle, you will not be able to upload photos when starting the job, note that by deactivating the button of uploading images in the process of doing the service by the fieldworker it can be either mandatory or optional to do so. 

As shown below to add photos before the job starts.

• Allow fieldworkers to upload photos when completing a visit (Make uploading images mandatory for fieldworkers when completing a booking)

When the fieldworker finishes the job, by enabling the toggle of adding photos at the end of the process and making it mandatory, the fieldworker doesn’t have a choice other than complete the service without uploading photos as requested but if it was just clicked as optional then there is no problem in completing the job without uploading the photos. 

When disabling the button, whether by choosing to make the option of uploading images at the start of the job mandatory or optional then the fieldworker will not add any images because the button was deactivated and the option of visibility of uploading photos will not be there. 

• Allow Fieldworkers to Add Customer Services that are not listed in any Services Settings to Quotes, Bookings, and Invoices

Adding custom services by the fieldworkers can be done by activating or deactivating the toggle. 

By enabling the toggle, the fieldworker can add a new custom service that is not listed in your services settings to their bookings, invoices, and quotes. Fieldworkers will be able to add a new service title and description and the service will be added but will not be saved in your service settings and you will not be able to select it again for another quote. 

By disabling the toggle, the fieldworker can select a service from the service settings but will not be able to add a new custom service. 

In the application the fieldworker can add a new custom service by View booking > click add service > select category > add custom service 

A new service can be added as shown below by just filling in the fields.

Then selecting one service that is found in the service lists or if one custom service was created then just click on it and select it.

• Allow fieldworkers to modify their service list

All the service lists will be added by the admin, in the OctopusPro application, the fieldworker can view the service list by clicking the side menu > fieldworker profile > service section, the fieldworker will view all the services list. 

By enabling the toggle as shown below in the following screenshot.

Allow fieldworkers to modify their service list by disabling the toggle, all the services will be enabled by default and the fieldworker will not be able to edit it. 

• Allow fieldworkers to add new customers

Enabling the toggle of adding new customers while activating one of them creates quote/ invoice/ booking toggles in the admin web page (Fieldworker’s Tab) will be able to add new customers when choosing one of them.

As shown below there is a button for adding new customers because the toggle was enabled from the fieldworker’s tab.

Disabling the toggle of adding new customers while activating one of them creates quote/ invoice/ booking toggles in the admin web page (Fieldworker’s Tab) will be searched for the customer in the existing list.

The fieldworker will not be able to add new customers from the Main Menu as shown below in the following screenshot.

As shown below there is no button for adding new customers because the toggle was disabled from the fieldworker’s tab.

But if adding new customers was disabled in the admin web page then the quotes, invoices, and bookings are activated when adding a new booking.

• Allow fieldworkers to create new bookings

In the OctopusPro application when giving permission to fieldworkers to create a booking, you are enabling them to do so. They can do that by clicking on CREATE A NEW BOOKING as shown below. 

• Allow fieldworkers to create new invoices

In the OctopusPro application by giving permission to fieldworkers to create an invoice, they are enabled to create them. To do that, from the side menu, click on ADD NEW INVOICE as shown below. 

• Allow fieldworkers to create new quotes

In the OctopusPro application by giving permission to fieldworkers to create a quote, you are enabling them to do so. To do that, from the side menu, click on ADD NEW QUOTE as shown below. 

• Allow fieldworkers to email quotes to customers

In the application, enabling the fieldworker to email quotes to the customer will be activated when creating a new quote by the admin or fieldworker. The fieldworker will go to view booking > contact info > email > email quote. 

Email invoice, email report (forms), and email quote will be shown to select from, if chosen to email quote.

The email quote will be sent as shown below.