Prompt Fieldworkers to Upload Photos When Starting a Job
This feature prompts fieldworkers to upload “before” photos during check-in / Start Job in the Fieldworker App. It adds an Upload / Add Photos step before work begins, helping you document site conditions, equipment status, and any pre-existing issues.
You can set the photo prompt as Optional (recommended) or Mandatory (enforced). For bookings with multiple appointments/visits, the app can prompt the fieldworker to upload photos at the start of each visit.
What this feature does
- Creates a “before photos” checkpoint during Start Job (check-in).
- Improves accountability and audit trails by capturing time-stamped visual evidence.
- Supports quality control and reduces disputes about pre-existing conditions or damage.
- Works per visit for multi-appointment bookings.
Common use cases
- Cleaning: document condition before service (stains, damage, access issues).
- HVAC / plumbing: photo evidence before opening equipment or performing repairs.
- Maintenance / facilities: prove site condition for compliance, safety, or warranty.
- Insurance / disputes: provide visual documentation if damage claims arise.
Benefits
- Documentation: visual proof of site conditions before work starts.
- Quality control: consistent baseline to compare before/after progress.
- Better communication: share photos with office staff and (when appropriate) customers.
- Training: build a library of examples to coach field teams.
Enable the “before photos” prompt (Admin)
To turn on this feature, enable the permission under Settings → General Settings → Fieldworkers Permissions: Ask fieldworkers to upload photos when starting a booking.
Make photo upload Mandatory or Optional
After enabling Ask fieldworkers to upload photos when starting a booking, an additional option appears: Make uploading images mandatory for fieldworkers when starting a booking.
If set to Mandatory, the fieldworker cannot continue the Start Job flow until they add at least one photo.
When Mandatory is enabled, the app displays a warning and blocks progress until photos are added:
Fieldworker workflow: Upload photos during Start Job (Check-In)
Below is a typical Start Job flow when the photo prompt is enabled. The exact screens may vary slightly by account setup.
Step 1: Confirm estimated time to complete (if prompted)
Step 2: Tap “Add Photos”
Step 3: Capture a photo (camera) or select from gallery
Step 4: Review uploaded photos and tap Done
Uploading photos for bookings with multiple appointments/visits
If a booking has multiple scheduled appointments/visits, fieldworkers can be prompted to upload photos at the start of each visit. This helps maintain a separate visual baseline for every stage of work.
Fieldworkers can add multiple images during the Start Job flow:
How fieldworkers view photos after check-in
Fieldworkers can view uploaded photos in the booking details by opening the Photos tab.
How fieldworkers upload extra photos after check-in
If additional photos are required after Start Job (e.g., mid-job updates or extra evidence), fieldworkers can add more images from the booking’s Photos tab by tapping + Add.
Sharing photos with customers and stakeholders
Photos uploaded by fieldworkers can be shared through the Customer Portal (depending on your photo visibility settings). If a photo is marked as Office & Fieldworker only, it will not appear to customers.
Fieldworkers and office users can also email photos directly from the app:
Admin/office users can view uploaded photos in the booking record under Photos & Attachments.
Notify admin users when “before photos” are uploaded
Admins can receive notifications when fieldworkers upload photos during Start Job. Notification controls are typically configured per user (each admin can enable/disable photo notifications in their own notification settings).
Deleting photos (before and after job completion)
If a fieldworker uploads a photo by mistake (wrong image, blurry shot, duplicated photo, etc.), they can delete it from the booking’s Photos tab.
Delete photos before finishing the job
- Open the booking in the Fieldworker App.
- Tap Photos.
- Tap the photo you want to remove, then use the available action menu to Delete.
- Confirm deletion when prompted.
Deleting photos after job completion
Deleting photos after completion depends on the fieldworker’s permissions. If the fieldworker is allowed to delete photos, they can open a photo and confirm deletion.
Important: Once a photo is deleted, it cannot be recovered. If you need a strict audit trail (compliance/insurance/warranty evidence), consider restricting this permission.
Notify admin users when photos are deleted (optional)
If enabled in notification settings, admin users can also be notified when fieldworkers delete photos—helpful for visibility and governance.
Learn more about managing notification preferences here: Manage Notifications & Alerts
Best practices
- Define a minimum photo standard: e.g., 2–4 angles, close-ups of existing damage, and any serial numbers.
- Use Mandatory only when needed: mandatory checklists work best for compliance-heavy workflows.
- Train fieldworkers: photos should be clear, well-lit, and include context (wide shot + close-up).
- Privacy: avoid capturing unnecessary personal items; mask sensitive info where possible.
- Customer visibility: set the correct visibility (Customer vs Office-only) based on what you want shown in the portal.
Troubleshooting
- Fieldworker isn’t prompted at Start Job: confirm the flag is enabled in Fieldworker Permissions and the booking includes a Start Job/check-in flow.
- Fieldworker is blocked from continuing: the setting is likely set to Mandatory; add at least one photo to proceed.
- Photos don’t show in the Customer Portal: confirm photo visibility is not set to Office-only.
- Admins aren’t receiving notifications: ensure photo-upload notifications are enabled in the admin user’s notification settings.
Related guides
- Fieldworker Permissions & Access Control
- Ask fieldworkers to upload photos when completing a visit
- Fieldworker Check-In, Start & Finish Jobs
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