Fieldworker Permissions


Fieldworker Permissions

Fieldworkers in OctopusPro have customizable permissions determined by the admin. These permissions include editing their own booking details, viewing customer information and full booking addresses, having sub-profiles, viewing earnings and billing amounts, accepting/declining bookings, viewing the customer database, uploading photos during bookings, adding services, modifying their service list, adding new customers, creating bookings, invoices, quotes, and emailing quotes to customers. Keeping payments pending until reconciled by an authorized user, notifying customers via SMS when fieldworkers are en route to a booking, and more.

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Allow fieldworkers to edit their booking details at all times 

This flag determines if fieldworkers can modify bookings without restrictions or only during checkout and after obtaining admin approval. When enabled, fieldworkers can edit bookings freely; when disabled, admin permission is required. However, fieldworkers can still update bookings with the “Awaiting Update” status. If the feature is enabled, bookings can be updated without limitations. If disabled, fieldworkers can request access from the admin, who can accept or decline through the admin portal. This feature offers benefits for fieldworkers and the organization, as it enables easy booking updates and admin monitoring.

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Display customer contact details to fieldworkers at all times 

This flag allows fieldworkers to have constant access to your customer contact information. When enabled, fieldworkers will have access to customer contact details for bookings they are assigned to, including mobile numbers, phone numbers, and email addresses, this helps facilitate seamless communication and improved customer service. When the flag is disabled, fieldworkers will be restricted from viewing any customer contact details.

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Restrict Fieldworker Communication with Customers Prior to Booking Start Time 

The Booking Communication Restriction for Fieldworkers feature aims to avoid confusion and miscommunication between fieldworkers and customers prior to a booking appointment. When the flag is enabled, fieldworkers cannot communicate with customers before the appointment start date unless specific conditions are met, such as the appointment being in progress, having an open invoice or unpaid amount, or an open complaint related to the booking. This feature helps ensure clear and efficient communication, prevent misunderstandings, and improve customer satisfaction and the booking process for both parties.

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Apply fieldworker changes without office approval 

This flag enables fieldworkers to manage bookings and make changes without any office or administrative approval, saving time and boosting efficiency for fieldworkers and office staff. However, it is crucial to exercise caution with this flag, as some changes might be inappropriate and require office approval. If the flag is disabled, then changes made by your fieldworkers will remain pending until approved by an authorized user.

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Display the full booking address to fieldworkers at all times 

When enabled, this flag allows fieldworkers to view all booking addresses at all times. Disabling this flag hides the full address until the day of the booking, requiring fieldworkers to press the “ON THE WAY” button to view the complete address. This button appears a few hours before the booking start time, ensuring that full addresses are accessible only on the booking day. Partial address information, such as the suburb or locality, is visible, but the exact street name and number remain hidden until the button is pressed.

Hiding the full booking address encourages fieldworkers to use the “On the Way” button, notifying the office and customer of their estimated time of arrival (ETA). This approach promotes transparency and efficient communication.

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Allow fieldworkers to have sub-profiles 

When enabled, this flag introduces an employee section within the fieldworker profile, allowing fieldworkers and admin users to create sub-profiles for each team member working directly under a fieldworker. These sub-profiles store essential information for sub-workers, such as team members, assistants, and juniors. OctopusPro offers sub-profiles at no additional cost, providing an affordable and effective solution for managing the information of team members working under a fieldworker.

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Keep payments pending until reconciled by an authorized user 

When enabled, payments submitted by fieldworkers remain pending until approved by an authorized user.  When deactivated, payments entered by your fieldworkers will be applied immediately without waiting for any verification from other users.

This feature is particularly beneficial for businesses with multiple fieldworkers or high transaction volumes, as it guarantees accurate payment recording and accounting. By maintaining payments in pending status until verified, companies can minimize errors and fraud risks while gaining increased visibility and control over their finances.

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Display booking billing amount to fieldworkers

By default, your fieldworkers can see the quoted amount for bookings, meaning that your fieldworkers can see how much your customers are being charged for their bookings. If you need to hide this information from your fieldworkers then disable this feature, which will hide anything related to billing and invoicing from your fieldworkers, your fieldworkers will still be able to see whether a booking has been paid without seeing the payment amount.

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Display fieldworker earnings for bookings

By enabling the toggle, fieldworkers can view a detailed breakdown of their earnings for each booking they have been assigned, including any bonuses or incentives that may have been added. This allows them to track their progress toward their goals, and understand the impact of any changes in their work patterns or performance. If you need to hide this information from showing to your fieldworkers, then you should deactivate this feature.

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Notify customers by SMS when fieldworkers are on the way to their bookings

The OctopusPro app allows your fieldworkers to inform the office when they are on their way to their booking. By default, this also notifies the customer by SMS that the fieldworker is on the way to their booking, gives them an ETA on arrival time, and allows them to track their route by GPS. Customers appreciate being kept informed about the status of their appointment and the estimated arrival time of the fieldworker. This can lead to higher customer satisfaction and increased loyalty. However, if you prefer not to send SMS notifications to your customers, you can disable this flag.

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Allow fieldworkers to accept and decline booking requests

By default, fieldworkers accept or decline services in new booking requests received via the app. If your business does not grant such flexibility to fieldworkers, you can disable this feature by deactivating the flag. With the flag inactive, booking requests sent to fieldworkers will be accepted automatically, and they will no longer have the option to decline any assigned bookings.

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Allow fieldworkers to view your entire customer database when making new bookings

Enabling this flag grants fieldworkers unrestricted access to your entire customer database, including contact details like phone numbers, emails, and addresses. If disabled, fieldworkers can only view customers they added themselves. As a result, they might have to re-enter customer information if they want to create a new booking for someone already in the database, potentially leading to data redundancy. However, admin users can later merge customer details and bookings/quotes to resolve duplicates and maintain accurate records.

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Display owners details section in fieldworker profile  

Enable this flag if you want to display an owners tab in your fieldworkers’ profiles to store the details of the owner of the business. This feature is particularly useful when the fieldworker you are dealing with is different from the owner of the business. If you do not require this section to be displayed in the fieldworker profile, you can easily hide it by disabling the flag.

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Ask fieldworkers to upload photos when starting a booking

Activate this flag if you want to request your fieldworkers to upload photos when starting a booking. This will display an upload photos button during the check-in process in the app for your fieldworkers. If your booking has multiple visits scheduled, your fieldworkers will be prompted to upload photos at the start of each visit. 

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Ask fieldworkers to upload photos when completing a visit

Some businesses require fieldworkers to capture photos of their work for future reference. To prompt fieldworkers to upload photos when they complete a visit, you can activate this feature flag. Doing so will add an “upload photos” button to the check-out process in the fieldworker app. This can also be set as mandatory or optional, depending on the business’s specific needs. If your booking has multiple appointments scheduled, your fieldworkers will be prompted to upload photos at the start of each appointment.

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Allow fieldworkers to add custom services that are not listed in my services settings to quotes, bookings, and invoices

If you want your fieldworkers to be able to add custom services that are not listed in your services settings to their quotes, bookings, and invoices then you should enable this flag. Once enabled, your fieldworkers can add custom services and enter a new service title and custom description to be displayed in the breakdown of your quotes. The service added will not be saved in your services settings and you won’t be able to select it again for another quote.

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Allow fieldworkers to modify their services list

This flag enables fieldworkers to activate or deactivate services in their service list based on their individual preferences or expertise and deactivate the ones that they do not perform, thus avoiding being assigned services that are outside of their expertise. However, if you wish to restrict fieldworkers from adding or removing services from their profiles, you can disable this flag.

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Allow fieldworkers to add new customers

Enable this flag if you want to permit your fieldworkers to create new customer profiles within the system. Businesses can toggle this feature on or off, depending on their organizational requirements and desired level of fieldworker involvement in customer management.

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Allow fieldworkers to create new bookings 

Enable this flag if you want to grant fieldworkers the ability to schedule new bookings within the system. Disabling this flag restricts fieldworkers from creating bookings, limiting this responsibility to designated administrators or other authorized users. Businesses can toggle this feature on or off based on their operational needs and desired level of fieldworker involvement in booking management.

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Allow fieldworkers to create new invoices 

When enabled, fieldworkers are authorized to generate new invoices on the go while still on-site, saving time and leading to faster turnaround times, resulting in more satisfied customers. Disabling this flag prevents fieldworkers from creating invoices, and delegating this task to designated administrators or other authorized users. Businesses can toggle this feature on or off based on their financial management preferences and desired level of fieldworker involvement in invoicing tasks.

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Allow fieldworkers to create new quotes

The ability for fieldworkers to create new quotes is a valuable feature for businesses that rely on fieldworkers to generate leads and close deals. When the flag is enabled, fieldworkers can create new quotes on the go, without needing to return to the office or rely on a sales team to do it for them. This feature provides a more streamlined process for generating quotes, which can ultimately lead to increased sales and improved customer satisfaction. However, disabling the flag prevents fieldworkers from creating any quotes.

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Allow fieldworkers to email quotes and estimates to customers

When enabled, fieldworkers can send quotes and estimates while still on-site, saving time and leading to faster turnaround times, resulting in more satisfied customers. 

Disabling this flag restricts fieldworkers from sending quotes and estimates, reserving this responsibility for designated administrators or other authorized users. Businesses can toggle this feature on or off based on their operational needs and desired level of fieldworker involvement in quote and estimate communication.

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If you have any questions or concerns about this feature, please don’t hesitate to contact our support team for assistance.

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

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