Managing Subworkers Working Under Your Fieldworkers

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Managing Subworkers Working Under Your Fieldworkers (Crew / Assistants / Apprentices)

Managing fieldworker teams and subworker delegation diagram

The Subworker Management feature lets you build scalable field teams by allowing a lead fieldworker to have one or more subworkers (crew members) working under them—such as assistants, apprentices, helpers, technicians, or team members.

This is ideal for multi-person jobs where the lead fieldworker needs to: add and manage crew, assign subworkers to bookings, track job activity, and keep operational access secure (with restricted access to sensitive financial records by default).

Fieldworker-subworker user relationship diagram

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What are subworkers?

A subworker is a crew member who works under a lead fieldworker. Subworkers help complete jobs on-site, can be assigned to bookings, and can update job progress—while the company retains oversight and controls access to sensitive areas.

Enable subworkers for multi-person teams

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Key benefits & common use cases

  • Run multi-person jobs smoothly: assign a lead + crew members to the same booking.
  • Controlled access: subworkers can do operational tasks without seeing restricted financial records (by default).
  • Better tracking: capture job progress, GPS location, photos, signatures, and activity history.
  • Scalable staffing: add helpers quickly for busy periods without disrupting your workflow.
  • Clear accountability: activity is captured in logs/audit trails so you can maintain quality standards.

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Subworker feature overview

How subworkers work in OctopusPro

Once enabled, a Subworkers section appears on fieldworker profiles. Subworkers can be added by:

  • Admin/office users from the web app (recommended for full control).
  • Lead fieldworkers from the Fieldworker App (if the feature toggle is enabled).

Subworkers can then be assigned to jobs and can perform job-related actions based on permissions.

Managing subworkers section

Subworker profile

How to add subworkers to fieldworkers

Manage subworkers overview

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Enable subworkers on fieldworker profiles (admin setting)

To allow subworkers, first enable the feature from your admin settings:

  1. Go to Settings → General → Fieldworker Permissions.
  2. Enable Allow fieldworkers to have sub-profiles (subworkers).
  3. Save your changes.

Allow fieldworkers to have sub-profiles toggle

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Add subworkers from the web app (admin/office users)

To add subworkers from the web app:

  1. Open Fieldworkers from the left menu.
  2. Select the lead fieldworker you want the subworker to belong to.
  3. Scroll to the Subworkers section and click the edit (pencil) icon, or open the subworker list.
  4. Click Create New Subworker.
  5. Enter subworker details (name, email, phone, timezone, etc.).
  6. Save.

Subworkers section edit icon

Click on a subworker

Create new subworker and manage profile actions

Edit subworker profile from web

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Add subworkers from the Fieldworker App (lead fieldworker)

If enabled, lead fieldworkers can create subworkers from the Fieldworker App:

  1. Open the Fieldworker App.
  2. Go to My Account → Subworkers.
  3. Tap + Add.
  4. Enter subworker details.
  5. Tap Save.

Fieldworker app - My Account Subworkers section  Add subworker from fieldworker app

Save subworker from fieldworker app  Fieldworker app - select subworker

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Manage subworker profiles (edit, activate/block, delete)

Edit subworker details

You can edit subworker information from the web app (or app, depending on permissions):

  1. Open the subworker profile.
  2. Click Actions → Edit Info.
  3. Update details (name, contact info, timezone, etc.).
  4. Save.

Actions - Edit Info

Edit info modal

Activate / deactivate

Use Active to enable/disable a subworker account. Deactivating prevents login and job activity until re-enabled.

Activate / deactivate subworker

Block subworkers

Use Block to restrict the subworker from accessing the system (useful for suspended access).

Block subworker

Delete subworkers

Deleting removes the subworker profile. Consider deactivating first if you may need the profile again.

  1. Open the subworker profile.
  2. Click Actions → Delete Subworker.
  3. Confirm delete.

Delete subworker from actions menu

Confirm delete subworker

From the app, you can also delete the subworker (if permitted):

Delete subworker in app

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Working hours & calendar availability

Set working hours and availability so OctopusPro can schedule jobs correctly and prevent conflicts.

Update working hours (web)
  1. Open the subworker profile.
  2. Go to Job settings → Working hours.
  3. Click Add more hours, or edit an existing day.
  4. Save.

Subworker profile working hours example

Update working hours (app)
  1. Open the app and go to Profile.
  2. Select Services and open Working Hours.
  3. Tap + Add to add hours, then save.

Add working hours in app  Save working hour in app

Calendar availability (unavailable time)

Subworkers can mark themselves unavailable to block off dates/times:

Add unavailable in calendar

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Assign subworkers to bookings

You can assign a subworker to a booking so the crew member is linked to the job and can access job details (based on permissions).

When creating or editing a booking:

  1. Open Bookings and create a new booking (or edit an existing one).
  2. Select the lead fieldworker.
  3. Use the SubWorker selector to assign one (or more) subworkers.
  4. Save the booking.

SubWorker dropdown on booking

Lead fieldworkers can also manage their subworkers and view assigned details (depending on your configuration):

Edit info in subworker from fieldworker actions

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Photos, signatures & communication

Upload photos from a booking

Subworkers (and fieldworkers) can upload job photos to a booking to document work, support quality control, and maintain proof of service.

  1. Open the booking.
  2. Go to the Photos tab.
  3. Tap + Add and upload images.

Collect customer signatures

If enabled in your workflow, crew members can capture customer signatures at job completion.

Digital Signature Collection Management

Communicate with office users and customers (discussion board)

Use the booking Discussion Board to communicate internally and (optionally) with customers. You can control whether messages are visible to staff only or staff + customers.

Staff only / staff & customer message visibility

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Permissions, privacy & security controls

Subworkers are designed to support operational work while protecting sensitive business data.

  • Default restriction: subworkers typically have limited access to sensitive financial records (e.g., invoices/billing details) unless explicitly allowed.
  • Role-based access control: you can fine-tune what subworkers can see and do through user roles and credentials.
  • Auditability: actions performed by users are tracked in logs to support accountability and compliance.

Useful controls you can apply:

  • Activate/Deactivate (temporarily disable access).
  • Block (restrict access more strictly).
  • Change password (reset access if needed).

Block subworker toggle

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GPS tracking, check-in/out & customer notifications

If GPS tracking and job status updates are enabled, subworkers can help provide real-time updates, including location sharing and job status changes.

Job status updates & navigation

Subworkers can update status (e.g., on the way, arriving soon) and use navigation tools:

I'm on my way status Confirm ETA update

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Admin viewing location tracking

Admins can view live location tracking (where enabled) directly from the booking:

Location tracking by admin

Customer notifications (optional)

Depending on your configuration, customers may receive updates and/or view live tracking in the customer experience:

Customer status and location view example

Automatic check-in / check-out (optional)

If enabled, time tracking can support automatic check-in/out behaviors:

Automatic check-in example

View GPS tracking map + multiple subworkers

You can open the GPS map view from bookings and see multiple assigned subworkers:

View GPS tracking map button

Viewing multiple subworker locations on map

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Contacting subworkers

Admins and office users can contact subworkers from the web app using the Contact options on the subworker profile.

Fieldworker profile personal details (contact/actions)

Subworkers list on profile

From the app, the subworker contact and booking contact details can be viewed where permitted:

Contact dropdown in app

Customer contact details in app. Customer contact details expanded view

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Responding to complaints / reporting issues

If a job issue or complaint needs to be logged, users can submit an issue report (depending on configuration and access).

Fieldworker Complaint Issue Resolution

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FAQs

Should I create a subworker or a full fieldworker?

Use subworkers for crew members working under a lead. Use fieldworkers for independent contractors/technicians who need their own full access scope and assignment workflows.

Can I restrict what subworkers can see and do?

Yes. Use role-based access control and fieldworker permissions to fine-tune access and protect sensitive information.

What if a subworker leaves the company?

Deactivate or block the subworker to immediately prevent access. You can also reset passwords or delete the profile if needed.

How do I reset a subworker password?

From the web app, open the subworker profile and use Actions → Change Password.

Edit subworker actions menu

Change password for subworker

Change password modal

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