The successful implementation of FieldSync relies on Technicians making use of their mobile application, which is named FieldSync and can be freely downloaded for both Android and iOS devices.
Access to the FieldSync app is managed through individual login credentials, which should not be shared. Each Technician needs to have their own set of credentials. Details on how to create Technician credentials can be found here.
The FieldSync app is available in English, Spanish and French. Language changes require updating the phone/tablet global language setting.
The app is divided into four sections, each accessible through an icon at the bottom of the screen.
Today’s Visits
After logging in, the Technician will be directed to Today’s Visits, where all scheduled Estimates and Jobs for the day are displayed. This section allows the Technician to view assignment details and input job progress. If Payment Processing has been enabled this section will also be used to generate invoices and accept both credit card and ACH payments.
To begin, the Technician will tap on a Job or Estimate. Once opened, several subsections will appear. The first is Work Details, displaying the scheduled date and time, Customer name, contact information, service address, and work description.
Shortcuts are available for the Technician to contact the Customer, however this does require that the phone/tablet being used have a data plan enabled. This data plan is also required in order to accurately track Technician locations via Maps.
Upon reaching the service location, the Technician must tap the 'Start' button to signify their arrival on site and the beginning of the scheduled service.
Once the 'Start' button is tapped, a timer will appear to show the accruing work duration. This timer can be paused if needed; for instance, if the Technician needs to leave the service location to gather essential supplies. Upon returning to the work site, the timer can be restarted. To signal the completion of a Job/Estimate, press the ‘Complete’ button. Once activated, this action is irreversible. Failure to press the ‘Complete’ button will result in the Job timer continuing to run. There is no method to amend the Job duration if it's recorded incorrectly. Technicians must be meticulous to maintain precise records.
The second section is Estimate. When conducting an Estimate, the Technician must use this tab to record their assessments, including findings, parts, labor, and pricing. If an Estimate is not needed, this section should be left unused.
Press ‘+ Add Line Item’ to add an input.
The first item is the ‘Type’. The options are Service or Inventory. If utilizing the Pricebook feature, accurate use of the Type field is crucial for accurate inventory management.
Once the Type field has been populated, the Item field must be filled in. Pre-set entries can be chosen from a dropdown menu OR an entry can be typed in manually.
Next fill in the Quantity field. If using an item from the dropdown list the Unit Price will auto-populate. The Amount field will be calculated depending on the Item selected, its Unit Price and the Quantity entered.
If the selected Type is Service, an Estimate Time field will also be available in order to estimate labor costs. The selection of a pre-set object will result in the field automatically populating while a manually entered item will also require a manually entered Estimate Time.
Note: All time must contain an ‘h’ or ‘m’ notation to indicate hours or minutes. Example: 1 Hour = 1H, 30 minutes = 30m
Photos can be attached to the Job, via the Attachments section. Photos are useful for confirming the findings for an estimate or as proof of service.
Pressing ‘Attach Photos’’ will open the phone/tablet photo gallery in order to choose and attach images.
Technicians can add a signature to their Estimates via ‘Add Signature’.
When tapped, a new screen will appear. The signature is entered by tracing a finger on the device screen and pressing ‘Confirm’.
The next section is Invoice, which will only appear if the assignment is a Job, not an Estimate. Invoice allows the Technician to detail the parts and labor used during the completion of the work. The Invoice section also provides access to Payment Processing once the Job has been marked ‘Complete’.
Enter line items for Parts and Labor as outlined above for Estimates. Once these elements have been added press ‘Create Invoice’.
The customer receives their copy of the invoice when ‘Send Invoice’ is selected. Be sure to review the Invoice for accuracy prior to sending. Use ‘Update Invoice’ for any changes.
Payment entry cannot be accessed until the Invoice has been created. If accepting a Payment in the field press ‘Pay’ once the invoice has been sent.
Enter the amount to be paid and press ‘Confirm.’
The Payment Method fields will now appear. Enter the relevant information and press the ‘Pay’ button at the page bottom.
Note: Payment management features, including refunds, are not available in the mobile app. For any such issues, please contact a Coordinator or Admin in the Back Office.
The next subsection is Street View. This provides the Technician the Street View of the Job location, to help ensure that they are in the correct place.
If accessing the app via Android press ‘View in Google Maps’ to to access the street view. Accessing from iOS however will automatically load the image.
Photos enables the Technician to use the device's camera to capture images for the Job or Estimate without needing to exit the app or open a separate camera application.
Notes refers to Customer Notes containing details specific to the Service Location, such as using a particular door or the presence of a pet. This information is recorded when the Work Request is created and is intended for internal use only, not for customer visibility.
Existing notes are displayed here, and the Technician can add new notes as needed.
Schedule
Technicians can access their full calendar to review previous assignments along with viewing upcoming items.
The Calendar will default to the current day when opened. To view a different date, simply tap to make the selection.
Notifications
Changes to the Technicians schedule, such as new or canceled Jobs and/or Estimates will trigger Notifications. The Technician should enable Push Notifications on their devices to receive these updates.
Notifications can also be viewed and cleared directly on the app.
Settings
Within Settings, Technicians will manage their work status as well as logging out from the app.
Technicians can update their work status from the field throughout the day. These records are accessible through Duty Status in the Admin Panel and indicate when they are On Duty, Off Duty, or on Lunch Break, including start and end times. Please be aware that records cannot be altered or edited. Technicians should take care to ensure accurate data entry.
Logging out at the end of each shift is highly recommended to allow for application updates to process.