OctopusPro App Login & Access for Admins, Fieldworkers, and Customers

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OctopusPro App Login & Access for Admins, Fieldworkers, and Customers

OctopusPro supports multiple user roles—admin/office users, fieldworkers (employees, contractors, or subcontractors), and customers—with role-based access to the mobile app and web portals.

In this guide, you’ll learn how to:

  • Download and log in to the OctopusPro mobile app
  • Switch between admin and fieldworker roles (when the same login has multiple roles)
  • Create, invite, or register fieldworkers
  • Complete a fieldworker profile (services, working hours, service areas, signature, etc.)
  • Reset or change passwords
  • Control what fieldworkers can view and do using permissions

OctopusPro App Access & Configuration Overview

Table of Contents

1. Download the OctopusPro App

The OctopusPro mobile app is available for iOS and Android:

Tip: Ask fieldworkers to install the app before you create or invite them, so they can log in as soon as they receive their invitation or activation email.

2. Log In to the App

To log in on a mobile device:

  1. Open the OctopusPro app.
  2. Enter your email and password.
  3. Tap Login.

Single Sign-On (SSO): Depending on your setup/app configuration, you may also see options like Log in with Apple or Sign in with Google.

Log in to OctopusPro app screen

Note: Some branded app configurations may display additional access options (for example, “Use booking number to log in” for customer access). Available login methods depend on your company settings and the type of app you’re using.

3. Switch Between Admin & Fieldworker Roles

If the same email/password is assigned to multiple roles (for example, an office user who is also a fieldworker), you can switch roles inside the app:

  1. Tap the three dots (top-right) in the app.
  2. Select Switch Account.
  3. Confirm the switch.

Switch account option in the app menu Confirm switching account role

4. Create or Invite Fieldworkers (Admin)

Admins can add fieldworkers to the system so they can access the app and their web portal.

Option A: Create a fieldworker user (manual add)

  1. In the admin portal, go to Settings > Company Settings > Users.
  2. Click Add User.
  3. Choose the role Fieldworker.
  4. Complete the required details, then click Save.

Add new user (fieldworker) from admin portal

What happens next?
The fieldworker typically receives an invitation/verification email to activate their account and set a password (depending on your configuration).

Option B: Add or invite fieldworkers using other methods
You can also invite or onboard fieldworkers using common methods such as:

  • Sharing a sign-up link (from your portal/onboarding settings)
  • Making a sign-up link visible on your website/customer portal
  • Importing fieldworkers via CSV
  • Syncing fieldworkers from supported accounting integrations (where applicable)

For a complete admin guide, see: Add, Invite, or Import Fieldworkers

Fieldworker Management and Configuration

5. Fieldworker Sign-Up Options

A) Fieldworker registration through your website or portal

If you enable a fieldworker sign-up/onboarding link, fieldworkers can register online and receive an activation email. They can then set a password and log in to the app or their web portal.

Guide: Fieldworker Sign-up & Onboarding

Fieldworker Recruitment and Onboarding

B) Fieldworker sign-up using a Branded App

If your company uses a branded app, fieldworkers may be able to sign up directly from the app:

  1. Open the app and tap Sign Up.
  2. Enter required details (name, mobile number with country code, email, etc.).
  3. Confirm and activate the account using the activation email.
  4. Return to the app and log in.

Fieldworker sign up in branded app

6. Complete the Fieldworker Profile

After logging in for the first time, fieldworkers should complete their profile to ensure they can receive and manage job assignments correctly.

Typical setup steps include:

  • Working hours (availability window for scheduling)
  • Available services (what the fieldworker can be assigned to)
  • Contract/signature (if enabled)
  • Address and service areas (for location-based job assignment)

Select working hours during profile setup Select services during fieldworker profile setup Add signature to complete fieldworker profile

7. Set Address, Service Areas & Business Locations

Service areas help OctopusPro assign nearby work to the right fieldworker and improve scheduling accuracy.

Fieldworker service area and address setup overview

Key concepts:

  • Primary Address: the fieldworker’s base address (optional depending on your business model)
  • Service Areas: where the fieldworker prefers to work (radius or polygon zones)
  • Business Locations (fixed-location services): locations where services are delivered at a site

Business locations and service area settings in the fieldworker app

Learn more: Set Up Address & Service Areas

8. Reset or Change a Fieldworker Password

A) Reset password (Forgot password)

If a fieldworker forgets their password:

  1. Open the login screen in the app or web portal.
  2. Tap Forgot your logins? (or the equivalent “Forgot password” option).
  3. Follow the prompts to reset the password via email verification.

Resetting fieldworker password Verification code during password reset

Password changed successfully

More details: Fieldworker Password Reset & Login

B) Change password (while logged in)

If the fieldworker is already logged in and wants to change their password:

  1. Open the actions menu (top-left).
  2. Select Change password.
  3. Enter the new password and confirm to save.

Change password option from fieldworker profile Save new password screen

9. Manage Employee vs Contractor Fieldworkers

OctopusPro supports a mix of employees, contractors, and subcontractors. You can define the worker type at the fieldworker profile level, which helps with internal reporting and payroll workflows (depending on your setup).

Typical workflow:

  1. Open the fieldworker’s profile in the admin portal.
  2. Set the fieldworker type (employee/contractor/subcontractor).
  3. Configure pay structure if used by your team (hourly, commission, fixed rate, etc.).

Tip: If you calculate payouts based on completed work, use reporting tools (such as fieldworker booking summaries) to track amounts due.

10. Add Custom Fields to Fieldworker Profiles

If you need to collect additional information from fieldworkers beyond the standard profile fields, you can add custom fields to the fieldworker profile form.

Fieldworker Login and Impersonation

To create custom fields (admin):

  1. Go to Settings > General Settings > Fieldworker Profile.
  2. Create custom fields and configure field type, mandatory settings, and (optional) predefined selections.
  3. Save your changes.

Create custom fields in admin settings

To fill custom fields (fieldworker):

  1. Go to My Account in the app.
  2. Scroll to Custom Fields.
  3. Enter or select the required values, then save.

Edit custom fields in fieldworker app

Learn more: Fieldworker Profile Customization Using Custom Fields

11. Fieldworker Contract Signing During Registration

You can require fieldworkers to review and accept a contract (and/or sign) during registration or onboarding.

Typical setup (admin):

  1. Add your contract under Settings > Company Settings > Contracts & Agreements.
  2. Enable contract capture for fieldworkers (where available in your configuration).
  3. Fieldworkers will review/accept the contract during onboarding, and the signed/accepted version is stored for future reference.

Fieldworker contract signing step Signature capture for contract signing

12. Fieldworker Calendar & Availability

Fieldworkers can manage availability so the office can schedule work accurately and avoid conflicts.

Fieldworker actions:

  • Set working hours (days/times available for bookings)
  • Add unavailable time blocks for personal commitments or other jobs

Fieldworker working hours screen Calendar view in the fieldworker app

Office users: Depending on permissions, office staff can also adjust working hours and unavailable blocks on behalf of fieldworkers in the admin calendar tools.

13. Control Fieldworker Access (Permissions)

Fieldworker access is controlled through Fieldworker Permissions, allowing you to balance operational efficiency with privacy and security.

Common controls include:

  • Customer contact visibility: show/hide phone/email details (and optionally reveal only after “On The Way” status, where applicable)
  • Billing amount visibility: show/hide booking charges and invoice totals
  • Earnings visibility: show/hide earnings per booking for fieldworkers
  • Job request control: allow fieldworkers to accept/decline job requests
  • Customer database access: allow/disallow fieldworkers from viewing the customer list when creating new bookings

Open Fieldworker Permissions: Fieldworker Permissions & Access Control

Specific permission guides:

14. Troubleshooting Login Issues

If you or a fieldworker can’t log in, check the following:

  • Wrong email/password: Confirm the email address is correct (no typos/spaces). If unsure, use Forgot password.
  • Invitation not received: Check spam/junk folders. Admins can resend the invite/verification email if needed.
  • Account not activated: Some setups require email verification before the account becomes active.
  • User blocked/inactive: Admins can deactivate/block users; confirm the fieldworker profile is active.
  • App permissions: For best results, allow app permissions (e.g., notifications/location) if your workflows use GPS, on-the-way status, ETA, or alarms.

If you need a deeper login guide (including admin impersonation/login-as features), see: Fieldworker Login, Impersonation & Password Reset

Fieldworker Login and Impersonation

Getting Started & Onboarding

Security, Access & Passwords

Profile Customization

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