Managing Fieldworkers’ Subworkers

Managing Fieldworkers’ Subworkers 

The list of contents:

Who are the Subworkers?

In some cases, some of your fieldworkers may be running a team of employees or workers that works under their authority. For example, a floor installer who works for your business as a fieldworker might hire a couple of other floor installers that perform the same duty or cooperate to perform the service required under the management and supervision of your fieldworker, who is their direct employer. 

The difference between subworkers and fieldworkers

Subworkers are workers that indirectly work for your company because they are hired by your fieldworkers and get managed and paid by your fieldworkers directly. This is why they can’t by default access invoices, and payments. For more information about the subworker’s accessibility click here.

Fieldworkers are your employees or contractors that provide services to your customers. Fieldworkers are hired by you, get paid by you, and they directly deal with you and your customers. 

The benefits of adding subworkers to your business 

  • Allows your fieldworkers to add their team members and create profiles for them in your account, enabling you to know exactly who is presenting your business, regardless of how they are paid.
  • Allows your fieldworkers to better manage and organize their team. 
  • Keeps subworkers under your supervision and control. 
  • Keeps your office and customers in contact with subworkers when needed. 
  • Allows subworkers to view and manage their work through the app, just like your fieldworkers do. 
  • Prevents any potential confusion that may happen if both the fieldworkers and their subworkers used the same account, for example, If a fieldworker has a team of other members, they can’t access anything from the main fieldworker’s account unless they have the account credentials, which is not a practical solution.
  • Helps make your fieldworkers’ work more organized by allowing them to assign their workers to their bookings as required. 
  • Helps fieldworkers to avoid assigning jobs to their subworkers by any other means that can cause delays or missed visits because the bookings are not part of the system. 

Enable/Disable adding subworkers to your business 

Admin users can control whether they want their fieldworkers to add their subworkers or not. This flag will affect all your fieldworkers. This means that either all of your fieldworkers will be able to add subworkers or none of them will be able to add subworkers to their accounts.

To enable/disable the adding subworkers option for fieldworkers, navigate to Settings> General Settings> Fieldworkers Permissions 

Enable or disable the toggle button “Allow fieldworkers to have sub-profiles

Adding new subworkers 

The admin users and the fieldworkers of the company can add the new subworkers. 

From the admin user’s web view 

Admin users can add the subworkers by clicking on “ Fieldworkers” from the side menu 

You’ll be redirected to the page that contains all your fieldworkers, hover over the name of the fieldworker that the subworker belongs to, click on “View profile

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection. Click on the edit button. 

The subworkers page will appear, click on the “Create New Subworker” button. 

New Subworker” popup will be displayed to allow you to fill in the form to add the required subworker. 

You’ll find the first section of the form under the name “User Information” asking you to enter the display name, the first and last names of the subworker, and the last field of the section displays the role which is subworker by default. 

*Please note that the user information fields are all required*

The second section of the form is “Contact Details” where you need to enter the contacts of the user: 

Email: it is a required field because the subworkers will receive the activation emails and they will use the email to login in. 

Timezone: where you can enter the right timezone that matches your subworker’s country. 

Mobile1: to enter the subworker’s mobile number. 

Phone1: to enter the subworker’s phone number. 

*Please make sure to enter the numbers without the country code as the “Add country code” button will enable you to select your country code to be added* 

Fax: to enter the subworker’s fax number if it’s available. 

Emergency phone: to enter any additional phone number can be contacted in urgent situations. 

Scrolling down in the form, the “Address Details” section is an optional part to add more info about the subworker, the address, unit number, suburb, or locality, postal code, PO box, state, and town. Then you should press save so the subworker’s profile can be added. 

From the admin user’s app view

Admin users can add the subworkers by clicking on “ Fieldworkers” from the side menu

You’ll be redirected to the page that contains all your fieldworkers. 

Hover over the name of the fieldworker that the subworker belongs to, click on “View profile

The fieldworker’s profile will be displayed, click on “Personal details

Then scroll down to the “Subworkers” selection. Click on the edit button

 The subworkers page will appear, click on the “Create New Subworker” button

New Subworker” popup will be displayed to allow you to fill in the form to add the required subworker. 

You’ll find the first section of the form under the name “User Information” asking you to enter the display name, the first and last names of the subworker, and the last field of the section displays the role which is subworker by default. 

*Please note that the user information fields are all required* 

The second section of the form is “Contact Details” where you need to enter the contacts of the user: 

Email: it is a required field because the subworkers will receive the activation emails and they will use the email to login in. 

Timezone: you can enter the right time zone that matches your subworker’s country. 

Mobile1: to enter the subworker’s mobile number. 

Phone1: to enter the subworker’s phone number. 

*Please make sure to enter the numbers without the country code as the “Add country code” button will enable you to select your country code to be added* 

Fax: to enter the subworker’s fax number if it’s available. 

Emergency phone: to enter any additional phone number can be contacted in urgent situations. 

Scrolling down in the form, the “Address Details” section is an optional part to add more info about the subworker, the address, unit number, suburb, or locality, postal code, PO box, state, and town. Then you should press save so the subworker can be added.

From the fieldworker’s web view

From “My Account” under the left side menu

Click on “Personal details” then scroll down to the “Subworkers” selection. Click on the edit button

The subworkers page will appear, click on the “Create New Subworker” button

New Subworker” popup will be displayed to allow you to fill in the form to add the required subworker.

You’ll find the first section of the form under the name “User Information” asking you to enter the display name, the first and last names of the subworker, and the last field of the section displays the role which is subworker by default. 

*Please note that the user information fields are all required* 

The second section of the form is “Contact Details” where you need to enter the contacts of the user: 

Email: it is a required field because the subworkers will receive the activation emails and they will use the email to login in. 

Timezone: you can enter the right time zone that matches your subworker’s country. 

Mobile1: to enter the subworker’s mobile number.

Phone1: to enter the subworker’s phone number.

*Please make sure to enter the numbers without the country code as the “Add country code” button will enable you to select your country code to be added*

Fax: to enter the subworker’s fax number if it’s available.

Emergency phone: to enter any additional phone number can be contacted in urgent situations.

Scrolling down in the form, the “Address Details” section is an optional part to add more info about the subworker, the address, unit number, suburb, or locality, postal code, PO box, state, and town. Then you should press save so the subworker can be added. 

From the fieldworker’s app view

The fieldworkers can add their subworkers when they login to the account, then from the menu on the left top of the page, click on the name of the profile

Scroll down and the “Subworkers” section will be listed with the names of the subworkers, in addition to the button “Add” which allows the fieldworkers to add new subworkers.

The “Add subworker” window pops up to allow you to fill in the form to add the required subworker.

Where can the added subworkers be found? 

From the admin user’s web view:

The listed subworkers for a specific fieldworker can be checked when you select “Fieldworkers” from the side menu

You’ll be directed to the page that contains all your fieldworkers, hover over the name of the fieldworker that the added subworker belongs to. Click on “View profile

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the subworkers selection, click on the down arrow button next to the edit button.

And to view the subworker’s profile, you can click on the subworker’s name to open the profile. 

From the admin user’s app view

The listed subworkers for a specific fieldworker can be checked when you select “Fieldworkers” from the side menu

You’ll be directed to the page that contains all your fieldworkers, hover over the name of the fieldworker that the added subworker belongs to, click on “View profile”.

The fieldworker’s profile will be displayed, click on “Personal details

Then scroll down to the subworkers selection, click on the down arrow button next to the edit button.

You can check the subworkers’ full list that contains the details of the joining date, the location, and the editing button, click on the editing button next to the arrow to view the following 

And to check the subworker’s profile, you can click on the subworker’s name to open the profile.

From the fieldworker’s web view:

The listed subworkers added to the fieldworkers can be viewed when the fieldworkers log in to the profile, from the menu on the left top of the page under the fieldworker’s name, click on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the subworkers selection. Click on “Subworkers” so a list of the available fieldworkers will be displayed. Or, the down arrow button next to the edit button can be clicked to display the list.

From the fieldworker’s app view: 

The fieldworkers can view their subworkers when they login to the account, then from the menu on the left top of the page, click the name of the profile

Scroll down and the “Subworkers” section will be listed with the names of the subworkers and to add a new subworker, you can press on “+Add” 

Changing the permissions of the subworkers as an admin user 

The admin users can control the permissions given to the subworkers. From the Settings> Company Settings> Users> Roles 

A page that contains a list of all the added users in the account will be displayed. Under the subworker’s name, you’ll find the “Assign credentials” button.

When it’s pressed, the permissions list appears. The admin users can check the permissions table to control the actions that their subworkers will be able to do, and the actions won’t be available for them. 

The default actions on the subworkers’ profiles

From the subworker’s web view

Once the subworkers are already signed up and they use their OctopusPro accounts, they will find multiple options that assist them while completing their work. They can check their upcoming bookings directly from the accounts without contacting the fieldworker. Also, GPS tracking, check-in, and check-out options will be available for the subworkers. When the subworkers log in to their accounts, they can manage their profile as follows: 

  • The profile photo can be updated by navigating to “My Account” from the left drop-down menu under the subworker’s name. 

The subworker’s profile will be displayed, click on the camera icon on the profile photo, click “Update profile photo”  then select the desired photo to be added. 

  • The subworkers can check many details from the dashboard, like the new inquiries, new estimates, bookings completes, complaints, upcoming jobs, SMS messages, and past bookings. 

  • The subworkers can add their signatures by navigating to My Account

Then navigate to Personal details

Click on the editing button next to “Signature”, “User Signature” window will be displayed, add your signature, and save.

  • The subworkers can specify their travel radius to limit the maximum distance they are willing to travel. From My Account > Job Settings

Click on the up arrow next to “Travel radius”, click on the editing button, “Edit travel radius” window will be displayed, enter the maximum KM to be traveled in a booking, and save. 

From the subworker’s app view
  • The profile photo can be changed by navigating to Menu> Profile

Click on the profile photo and the following options will appear to select from

  • The subworkers can attach photos to the assigned booking by navigating to Bookings> All

Select the booking you need to add photos to, click on the “Photos” tab. 

Click “+Add” so the subworker can take photos from the camera or upload photos from the gallery.

  • A conversation can start between the subworker and the staff or the staff and the customer by navigating to BookingsAll                                                                                                

Select the booking you need to have a conversation about, click on the chat icon on the right top of the page. 

The conversation page appears as follows 

And above the “Type a message” box, the option to select that the messages are visible to staff only or staff and the customer will be found.

  • The subworkers can also make unavailable slots in the calendar to prevent assigning any bookings during that dates and times by the fieldworkers and the admin users. That can be done by navigating to CalendarAdd UNAVAILABLE 

Edit the subworkers’ profiles as an admin user 

From the admin user’s web view

Go to “Fieldworkers” from the side menu

Hover over the name of the required fieldworker and select View profile

The fieldworker’s profile will be displayed> select personal details> scroll down to subworkers> click on the edit button

The subworkers’ page will be displayed> click on the actions button next to the desired subworker> select Edit Info

From the admin user’s app view

Go to “Fieldworkers” from the side menu

Hover over the name of the required fieldworker and select view profile

The fieldworker’s profile will be displayed> select personal details

Scroll down to subworkers> click on the edit button

The subworkers’ list will be displayed> click on the subworker’s name you need.

The subworker’s profile will be displayed, click on the “Actions” button and select “Edit Info

The authorities of the fieldworkers regarding the subworkers 

  • Both the admin users and the fieldworkers can assign bookings to the subworkers but only from the bookings of the fieldworker that the subworker belongs to. 
  • The fieldworkers can edit the subworker’s profile by clicking on the menu on the left top of the page under the fieldworker’s name, clicking on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection. Click on the edit button and the subworkers’ page will appear. 

Click on the Actions button next to the subworker that needs the profile editing and select “Edit Info”.

The profile will be displayed to edit in, then you can save your changes.

  • The fieldworkers can deactivate or block the subworkers accounts by following the coming steps, click on the menu on the left top of the page under the fieldworker’s name, then click on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection. Click on the edit button and the subworkers’ list will appear. 

Click on the Actions button next to the subworker that needs to be deactivated or blocked and select “Profile”. The subworker’s profile will be displayed, the activation and the blocking buttons will be on top of the page next to the subworker’s profile photo. Enable or disable the buttons to deactivate or block the account. 

  • The fieldworkers have an option to log in as subworkers, so when they select this option, they are transferred to their subworker’s profile directly. That can be done by following the coming steps, click on the menu on the left top of the page under the fieldworker’s name, then by pressing on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection. Click on the edit button and the subworkers’ list will appear. 

Click on the “Actions‘ ‘ button next to the needed subworker and select “Profile”. The subworker’s profile will be displayed, click on “Actions” and select “Login As This User”, a confirmation message will appear then you will be transferred.

  • The fieldworker can change the password of the subworkers and delete their accounts by following the coming steps, click on the menu on the left top of the page under the fieldworker’s name, click on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection.

Click on the edit button and the subworkers’ page will appear. Click on the “Actions” button next to the desired subworker. The subworker’s profile will be displayed, click on “Actions‘ ‘ and select “Change Password” or ”Delete”, a pop-up message will appear to validate the actions.

  • The fieldworker can check the number of the new requests, awaiting updates, awaiting approvals, unapproved complaints, open complaints, unapproved payments, unpaid invoices, declines bookings, and new messages that their subworkers have. And that can be viewed, when the fieldworker displays the subworker’s profile following the coming steps, on the left top of the page under the fieldworker’s name, click on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection.

Click on the edit button and the subworkers’ page will appear, click on the “Actions” button next to the desired subworker and select “Profile”.

The subworker’s profile will be displayed and the previous sections will be available on the main page. 

How can admin users assign bookings to the subworkers on the web?

Navigate to Bookings > Create New

New Booking” page will appear, scroll down to the “Services” section, click on “Add Services” and select the required services that your customers will book.

A new section will be added requiring to enter the details of the appointment, the fieldworker, and the subworker who will provide the service. You will be able to select the subworker to assign to the job. 

How can fieldworkers assign subworkers to certain bookings? 

From the web view

Navigate to Bookings > Create New

New Booking” page will appear, scroll down to the “Services” section, click on “Add Services” and select the required services that your customers will book.

A new section will be added requiring to enter the details of the appointment, the fieldworker, and the subworker who will provide the service. You will be able to select the subworker to assign to the job. 

From the app view

After the booking is created, open the desired booking

Select the “Schedule” tab

Click on “Assign Worker” so you have the list of the available subworkers they can be assigned to the appointment. Please note that you can select more than a subworker.

The available actions for the subworkers 

  • The subworkers can view their bookings and calendar and select their status: they can check in as ( on the way- arrived- started- finished) so you can generate their timesheets from their check-in and check-out times.
  • Subworkers can add comments on the discussion board for their bookings: the subworkers can add comments related to every booking on the discussion board. The booking discussion allows the viewers to check the comments and the updates regarding this booking. The subworkers can add their comments by navigating to Bookings > All Bookings

The page that contains all the bookings will appear, click on the actions button next to the desired booking, select “Booking discussion”.

The “Booking Discussion” window will pop up allowing the fieldworker to add the comment and upload any supporting files or photos. 

  • Subworkers can update photos to their bookings: when the booking is displayed, the subworkers find a section that allows them to add supporting photos to the booking. From Bookings > All Bookings 

Click on the booking itself or from the actions button select “View Booking”.

The page that contains the booking details will appear, click on “Add Photos” on the right of the page.

The “Add Photos” window will appear, the first space is where the photos can be uploaded, “service name” allows you to select the service that will be provided. There will be three options to choose from, this helps to decide if the subworker is uploading the photos after completing the job, before starting the job, or as feedback. Also, the subworkers can add a comment related to the photos in the last field. 

The unavailable actions for the subworkers 

  • Subworkers can’t view the pricing and invoice details of the services booked. 
  • Subworkers have no permission to check any payment details related to the booking.  
  • Subworkers can’t update the booking status, as the option where they can change the status of the assigned bookings is not enabled to them. But, they can confirm their attendance or the customers’ attendance. 
  • Subworkers can’t update the details of the services booked, as the subworkers don’t have permission to edit any details related to the booked services, like the services names and the quantity.
  • Subworkers can’t accept payments for their bookings through the app. 
  • Subworkers can’t create new quotes and bookings.

GPS tracking process for subworkers 

OctopusPro allows you to track your subworkers’ location once they have indicated they are on their way to a job. For each booking, there is a live map for admins to get a view of the fieldworkers’ and subworkers’ locations on the map. Both the admin users and fieldworkers can track the subworkers’ moves when they start heading to the job location. This will track the subworkers once they arrive at the job location, and when they start the job, till the time they finish the job and check out from the booking location. So, all the subworkers’ moves are tracked and marked on the visit map of the booking.

To view the subworker’s tracking map during a booking:

Navigate to Bookings> All Bookings

Click on the booking in which you want to track your subworker 

You can notice two maps for each booking. The first map in the upper left of the page is a map to show the booking’s exact address and all the assigned subworkers’ exact locations for this booking. 

Under this map, you can see the “Scheduled Visits” tab for this booking. Each visit to a booking has a subworker tracking map. 

How does the subworker’s GPS tracking work?

Each visit to a job has four statuses: “I’m on my way, I’ve arrived, start the job, and finish the job” that subworkers must choose from according to their condition. When the subworker presses the “I’m on my way” button from the OctopusPro app, the current location of the subworker will be marked on the subworker tracking map of the booking. Then you can notice the moves of this subworker on the map.

After that, when the subworker presses the “I’ve arrived” button, another marker of the subworker’s location will be shown on the map. And the same way with “start job” and “finish job”. In the end, you can notice four markers are on the map of the booking visit to indicate the subworker’s moves throughout the whole booking time.

The following print screen shows the locations of the subworkers throughout the whole booking time. The four points on the map indicate subworkers’ locations when they are on the way to the job site, when they arrive at the job site, when they start the job, and when they finish and check out from the booking site.

Viewing the GPS tracking details of multiple subworkers on the map

Your admin users and fieldworkers can view the GPS tracking details of assigned subworkers on a map. The map can be checked by clicking on Bookings> All Bookings 

Click on the booking itself or from the actions button select “View Booking”.

The page that contains the booking details will appear, scroll down to the “Scheduled Appointments” section, click on the + button next to the date and the time of the booking. A map will be displayed showing the subworker’s steps as a highlighted line connecting the destinations of the subworker during the booking.

*Please note that the GPS tracking on the map can only be viewed for the completed bookings and the map can include more than a line if there are multiple subworkers assigned to the job* 

Viewing the assigned subworkers on the map of the booking page 

The assigned subworkers for a specific booking can be viewed on the main map of the booking page. To check the map from the admin user’s web view, click on Bookings> All Bookings

Click on the booking itself or from the actions button select “View Booking”.

The page that contains the booking details will appear, you’ll find the map on the left top of the page including red pin icons representing the assigned subworkers. 

The communication between the admin users, the subworkers, and the customers on the app 

  • The admin users can contact the subworkers through the app. By navigating to Fieldworkers from the left side menu

Click “View Profile” on the fieldworker that the subworker belongs to

The profile will be displayed> Click on Personal details

Scroll down to the “Subworkers” selection, click on the edit button next to “Subworkers

The subworkers’ page will appear, click on the actions button next to the desired subworker and select “Profile

When the subworker’s profile is displayed, click on “Contact” so the drop-down menu appears allowing the admin user to “Send SMS” “Send Email” “Call” the subworker. 

  • For the customers, by default, the subworkers can contact the customers that their bookings are assigned to them. But the customer’s data won’t be available for the subworkers. The subworkers can contact the customer by navigating to Bookings> All 

Select the desired booking

Click on the customer’s name, the booking’s page will be displayed, scroll down to the “Contact Info” section, click on the customer’s name.

The customer’s contacts page will be displayed containing all the available methods that the subworkers can use to get in touch with the customer (Email-Call-SMS) 

 Providing feedback on the assigned subworkers 

The customers can provide their feedback on the fieldworkers and the subworkers from the customer portal. After signing in to the customer portal, the customer will select “Bookings” from the side menu

Select the wanted booking, the booking page will be displayed and the customer can click on “Add feedback”. 

What happens if the main fieldworker profile is deleted?

Admin users can delete the fieldworkers, but when the fieldworker’s profile is deleted, all the added subworkers to this profile will be deleted too and a confirmation message that clarifies this info pops up before completing the deleting action. Admin users can also delete the subworkers from the fieldworker’s list by selecting “Fieldworkers” from the side menu

A page that contains all the fieldworkers will appear, hover over the name of the fieldworker that the subworker belongs to. Click on “View profile

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the “Subworkers” selection.

Click on the edit button next to the subworker’s name, the subworkers’ page will appear, click on the actions button next to the desired subworker and select “Profile”. Click on “Actions” and select “Delete Subworker”. A validation message will appear confirming your action to press “Delete” or “Cancel”. 

Fieldworkers can also delete their subworkers by following the coming steps, from the menu on the left top of the page under the fieldworker’s name, click on “My Account

The fieldworker’s profile will be displayed, click on “Personal details” then scroll down to the Subworkers” selection. Click on the edit button next to the “Subworkers’‘ title.

Click on “Actions” and select “Delete Subworker

A validation message will appear confirming your action to press “Delete” or “Cancel”. 

The payment plans for the subworkers

Subworkers are treated like fieldworkers in terms of charges. So, if your company has subscribed to the established plan, the charge for each additional subworker will be the same as the fieldworker. For example, if your business has three fieldworkers and three subworkers, that would cost the same amount as six fieldworkers. For the unlimited or corporate plans’ subscribers, the added users (Fieldworkers and subworkers) won’t cost any further charges because the payments are per booking not per user in this plan.

For more information please visit Octopuspro user guide, and subscribe to our youtube channel.

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