Filter Calendar by Fieldworker (Technician)

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Filter Calendar by Fieldworker (Technician)

Fieldworker-based calendar filtering lets you instantly narrow the schedule to one (or multiple) assigned fieldworkers—so you can check workload, confirm availability, and dispatch jobs faster. You can also refine the view further using fieldworker status (Active/Inactive), fieldworker labels (tags), and assignment status (Accepted/Pending/Declined).

Tip: In some accounts, the term “Fieldworker” may appear as “Technician”, “Cleaner”, “Driver”, or another industry-specific label. You can manage this terminology from Industry Label settings.

Table of contents

Before you start

  • Make sure bookings are assigned to the relevant fieldworker(s). Unassigned bookings won’t appear when filtering by a specific fieldworker.
  • Assignment Status (Accepted/Pending/Declined) is typically used when you dispatch jobs using job requests (where fieldworkers can accept/decline). Learn more: Job Assignment & Dispatch and Allow Fieldworkers to Accept/Decline Job Requests.
  • You can combine fieldworker filters with other Calendar filters (e.g., Service, Booking Status, Location Type, Booking Label).

Open Calendar Filters

  1. Go to Calendar.
  2. Click Filters (top-right).

Open the Filters panel from the Calendar view

Filter by Fieldworker

Use this when you want to see bookings assigned to one person (or a selected group), so you can review workload, route planning, and daily capacity.

  1. Open Filters.
  2. In Fieldworkers, select one or more fieldworkers (you can usually multi-select).
  3. Click Filter to apply.

Select one or more fieldworkers in the Calendar Filters pop-up

Once applied, the calendar displays only bookings assigned to the selected fieldworker(s). You’ll also typically see the active filter chips at the top of the calendar, making it easy to confirm what’s applied and remove filters quickly.

Calendar filtered by selected fieldworkers

Use case examples:

  • Dispatching: assign or move jobs while keeping one technician’s schedule in view.
  • Workload balancing: compare availability across multiple technicians by selecting a small group.
  • Capacity checks: confirm whether a technician can take an additional booking without switching screens.

Filter by Fieldworker Status

If your account supports it, you can refine the view by fieldworker status (e.g., Active, Inactive). This is helpful when you only want to view bookings for currently active team members.

  1. Open Filters.
  2. Select the desired option under Technicians status (or equivalent fieldworker status field).
  3. Click Filter.

Filter by technicians/fieldworker status in Calendar filters

Filter by Fieldworker Label (Technicians Label)

Fieldworker labels (sometimes shown as Technicians label) are tags you can apply to fieldworkers to group them and filter faster. Common label examples include “Senior Tech”, “Subcontractor”, “After-hours”, “Quoted via email”, “Sydney team”, etc.

Step 1: Add a label to a fieldworker (if needed)
  1. Open the fieldworker profile.
  2. Click Actions.
  3. Select Add Label (or choose from existing labels).

Add a label to a fieldworker from the fieldworker profile Actions menu

Example of a fieldworker label shown on the fieldworker profile

Need to manage labels? See Label Management.

Label Management

Step 2: Filter the Calendar by fieldworker label
  1. Open Calendar > Filters.
  2. Under Technicians label (fieldworker label), select the label(s) you want.
  3. Click Filter.

Filter calendar by technicians/fieldworker label

Why this matters: labeling helps you quickly isolate bookings assigned to a certain group (e.g., “Subcontractors”) without manually picking each person every time.

Filter by Assignment Status (Accepted / Pending / Declined)

If your workflow uses job requests, Assignment status helps you track whether a booking has been accepted by a fieldworker, is still pending, or was declined—so your dispatch team can follow up quickly.

  1. Open Calendar > Filters.
  2. Find Assignment status.
  3. Select Accepted, Pending, or Declined.
  4. Click Filter.

Filter calendar by assignment status

Recommended workflow: filter by Pending at the start of the day to identify jobs that still need confirmation, then dispatch or follow up as required.

View / Sync Fieldworker Google Calendar

Google Calendar sync helps reduce scheduling conflicts by keeping bookings aligned between OctopusPro and a fieldworker’s Google Calendar (subject to permissions and account settings). To learn more, see View Fieldworker Google Calendar.

Option A: Fieldworker syncs from the mobile app
  1. Open the OctopusPro fieldworker app.
  2. Go to Profile.
  3. Tap the Actions menu (top-right) and select Sync calendar / Google Calendar sync.
  4. Authorize OctopusPro to access Google Calendar and complete the prompts.

Fieldworker syncing Google Calendar from the OctopusPro app

Option B: Admin sends a Google Calendar authorization email

Admins can prompt a fieldworker to connect Google Calendar by sending an authorization email from the fieldworker profile.

  1. Open your Fieldworkers list.
  2. Open the relevant fieldworker profile.
  3. Click Actions and select Send Google Calendar integration link (wording may vary).
  4. Send the email and ask the fieldworker to approve access.

Admin sends Google Calendar integration link from fieldworker profile

Option C: Send invitation from Calendar view (after filtering)
  1. Go to Calendar and click Filters.
  2. Select the fieldworker and click Filter.
  3. Click Send an invitation to connect Google Calendar to OctopusPro (banner/link shown near the top of the calendar).
  4. Send the email invitation.

Send invitation to connect Google Calendar after filtering calendar by fieldworker

Tips & Troubleshooting

  • Clear filters quickly: remove the filter chips (or click Clear all, if shown) to return to the full calendar view.
  • Can’t find a fieldworker in the list? Ensure the user is created as a fieldworker/technician and is not restricted by permissions or status.
  • No results after filtering? Confirm bookings are actually assigned to the selected fieldworker(s), and check the date range currently displayed on the calendar.
  • Need better availability visibility? Consider using Dynamic Real-time Fieldworker Availability Scheduling and ensure working hours are set: Manage Fieldworker Working Hours.

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