Ask Fieldworkers to Upload Photos When Completing a Job (Check-Out Photos)

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Ask Fieldworkers to Upload Photos When Completing a Job (Check-Out Photos)

Fieldworker Job Completion Photo Upload

Some businesses need consistent photo documentation at the end of every job visit (appointment) for quality assurance, compliance, before/after evidence, and dispute prevention. When you enable this Fieldworker Permissions flag in Fieldworker Permissions, the Fieldworker App adds a Photos step to the check-out / finish workflow so fieldworkers can upload images before they complete a visit. You can set it to Mandatory (required) or Optional (recommended prompt).

Terminology note: In OctopusPro, a booking can contain one or more visits/appointments. This flag applies at visit completion (i.e., when the fieldworker checks out of a visit/appointment).

Table of contents

What this feature does

This feature adds a photo upload step to the Fieldworker App check-out flow when a fieldworker finishes a visit. It helps you standardize evidence collection and improve operational controls: QA reviews, customer transparency, internal audits, and post-job follow-ups.

How it behaves with multi-appointment bookings: If a booking contains multiple visits/appointments, the photo upload prompt is triggered at the end of each visit when the fieldworker checks out of that visit (so every visit can have its own completion photos).

Tip: For multi-visit bookings, the prompt appears at the end of each visit when the fieldworker checks out (not only at the end of the overall booking).

When to use it (common use cases)

  • Before/after evidence: cleaning, restoration, landscaping, painting, detailing.
  • Compliance & audits: safety checks, regulated work, site sign-offs, insurance evidence.
  • Quality assurance: supervisor review, training, standardization across teams.
  • Dispute reduction: clear job outcome evidence if a customer questions work completion.
  • Progress tracking: staged work over multiple visits (construction, maintenance, pest control).

How to enable the flag

Enable it from Fieldworker Permissions

  1. Go to Settings → General Settings → Fieldworker Permissions.
  2. Scroll to the flag: Ask fieldworkers to upload photos when completing a visit.
  3. Turn the flag ON.
  4. Choose Mandatory or Optional.
  5. Click Save to apply changes.

Fieldworker Permissions flag: Ask fieldworkers to upload photos when completing a visit

Mandatory vs Optional (required vs recommended)

Optional (recommended prompt)

Choose Optional if you want to remind fieldworkers to upload completion photos, but still allow them to finish the visit when photos aren’t required (e.g., low-risk jobs, quick follow-ups, exceptions).

Mandatory (required)

Choose Mandatory if you need strict documentation. Fieldworkers will be blocked from completing the visit until they upload at least one image.

Minimum requirement: When set to Mandatory, fieldworkers must upload at least one photo before they can complete the visit.

Set photo upload to Mandatory when completing a visit

Mandatory photo upload warning shown if fieldworker tries to continue without photos

Fieldworker steps (how to upload photos at check-out)

When the flag is enabled, the Fieldworker App guides the fieldworker through the job finish flow. The exact screens may vary slightly by app version, but the workflow is consistent.

1) Tap Finish and choose the booking status

Open the job, tap Finish (check-out), then select the appropriate completion status (commonly COMPLETED).

Select COMPLETED status when finishing a job

2) Confirm the check-out time

Confirm the job checkout time, then tap Next.

Confirm checkout time and tap Next

3) Review service quantities and pricing (if shown)

Review the services, quantities, and pricing. Make any final adjustments (if your permissions allow), then tap Next.

Review services and tap Next

4) Upload completion photos

On the Photos (After job finished) step, tap + Add Photos and upload images from the camera or gallery, then save.

Photos step at checkout: Add Photos

What happens if photos are required?

If the setting is Mandatory and the fieldworker tries to proceed without uploading photos, the app displays a warning and prevents completion until images are added.

Mandatory photo upload prompt during checkout

Where the uploaded photos are stored (and who can see them)

Completion photos are saved against the booking/visit and become part of the job record. They can be reviewed later for QA, evidence, and team collaboration.

Important: This flag controls whether the app prompts/requires photos at check-out. Other actions (e.g., adding extra photos later, deleting photos, or emailing photos) may be controlled by separate permissions and settings.

Fieldworker App: Photos tab

Fieldworkers can view the uploaded photos in the job’s PHOTOS tab. Depending on your setup, they may also be able to add more images or email photos.

Booking Photos tab in the Fieldworker App

Email photos from the booking (if enabled)

Fieldworkers can email uploaded photos directly from the booking’s PHOTOS tab using Email Photos. Whether this is available depends on your account configuration and fieldworker permissions.

Deleting a photo (if allowed)

If deletion is permitted, the app will show a confirmation prompt before removing an image.

Confirm deleting a photo in the Fieldworker App

Best practices (quality, privacy, consistency)

  • Set a photo standard: e.g., 1 wide shot + 2 close-ups, plus “problem area” evidence if relevant.
  • Use consistent naming internally: train teams to capture the same angles/areas each time for easier QA.
  • Avoid sensitive content: don’t capture faces, ID documents, bank details, or anything unnecessary for job evidence.
  • Get customer consent where needed: especially for private properties or regulated industries.
  • Use Mandatory only when it matters: mandatory improves compliance but can slow check-out if fieldworkers have poor connectivity.
  • Review photos as part of QA: build a routine (daily/weekly) to spot issues early and coach teams.

Troubleshooting

  • Fieldworker can’t see the Photos step: confirm the flag is enabled in Settings → General Settings → Fieldworker Permissions, then ensure the fieldworker is using the latest app version.
  • Fieldworker can’t complete the visit: check whether the setting is Mandatory. If it is, they must upload at least one image to proceed.
  • + Add Photos is missing: confirm the booking is in a finish/check-out flow and that your fieldworker account has the required permissions (and is on the latest app version).
  • Photos won’t upload: check device storage and connectivity, then retry. If the visit is urgent, you can temporarily switch the setting to Optional and enforce upload via office follow-up.
  • Upload issues: ask the fieldworker to verify network connection and device storage, then retry. If the job is time-critical, consider switching to Optional temporarily until connectivity is restored.

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