Ensuring proper access control to the FieldSync account is vital for its effective utilization. Within FieldSync, users are referred to as Employees, and they are categorized into three types:
Account Administrator
Each FieldSync account includes one (1) Account Administrator, automatically generated by GPS Trackit upon account creation. The Account Administrator exclusively possesses access to the Admin Portal, where Account Settings are managed. These settings encompass the creation of Coordinators and Technicians, as outlined below.
Every Account Administrator requires a username and initial password for access. If making use of the integration between FieldSync and GPS Trackit Cloud SSO has been enabled. To access FieldSync from the GPS Trackit Cloud platform, simply click the FieldSync tab on the left-hand menu.
If FieldSync integration is not being utilized then the FieldSync login credentials will be emailed to the Account Administrator.
Additionally, the Account Administrator has the flexibility to switch between the Admin Portal and the Back Office as required. This capability enables them to also fulfill the role of a Coordinator without necessitating additional credentials.
Coordinator
A Coordinator is an Employee configured to access the FieldSync Back Office. A Coordinator is created to manage tasks such as scheduling, invoicing, customer records, etc.
Technician
A Technician is an employee who utilizes the Driver App and conducts field work, such as creating estimates and performing service calls. The number of Technicians is license limited, dependent on the number of FieldSync licenses purchased from GPS Trackit. Once these all of the purchased licenses are in use no more Technicians can be added unless existing Technicians have been disabled or additional licenses are obtained from Zonar.
Coordinator credentials will not grant access to the Driver app while Technician credentials will not permit access to the Back Office. Employees who require access to both (such as a manager that also performs field work) will require two separate sets of credentials.
Both Coordinators and Technicians are created within the Admin portal, via the Employees section.
To begin, press the New Employee button.
Each Employee will require a First and Last Name, along with a Phone Number, Email Address and Password. Adding a Profile Photo is also an option.
The Email Address will function as the username during login, which means that each Employee must have a unique email address. The use of invalid or fake email addresses will prevent the Employee from utilizing the ‘Forgot Password’ option should a reset be required.
The Employee will not receive any notifications regarding the creation of the credentials. The Username and Password should be noted and given to the Employee in question. The Employee can utilize the ‘Forgot Password’ option to then make any desired changes. As noted above, successful use of ‘Forgot Password’ is dependent on the Employee having been created with a valid email address.
If creating a Coordinator, the Employee can now be saved. No further actions will be required. The Technician toggle and Skillset selection only apply to Technicians.
If creating a Technician, the toggle must be set to ‘Yes’. This toggle can be reset to ‘No’ at any time. Doing so will disable the Technicians access to the Driver App and will require their current slate of Jobs to be manually reassigned.
Then select the appropriate Skillsets. The Skillsets are used to apply various parameters to the Technician such as geographic work areas, technical skills, etc. All of these items will be utilized as Jobs are scheduled on the software. Apply as many Skillsets to the Technician as needed.
Once the Technician Toggle and Skillsets have been entered, press Save.
Technicians will require additional settings, entered via ‘View.’ These items can be applied to Coordinators as well, however this is not required. ‘View’ is the access point for future edits to Technician and Coordinator profiles. Employee edits and deactivations can only be conducted by the Account Administrator.
Accurate scheduling depends on the actual Technician availability. Under the Schedule tab the following items can be customized:
- Working Hours: Defines when the Technician is available, ensuring that no one is scheduled for Jobs for which they are unavailable.
- Lunch Period: Enabling this feature keeps space open on the Technicians calendar for a meal break.
- Working Days: Different Technicians may work on different days. For example: Alvin works Sunday - Thursday while Kelly works Monday - Friday. Customizing the Working Days directs the right Jobs to the right people.
- Time Off: Used to block full days of a Technician's availability, accounting for vacations, sick time, etc. Any days when the Technician will not be available should be selected and confirmed on the calendar.
Once created Employees cannot be deleted as deletion would adversely affect the FieldSync service records. However Coordinators and Technicians can be deactivated. Access the Technician settings via the ‘View’ button and toggle ‘Employee Active’ to off.
Technician Work History is available by pressing ‘View’.
The Login History for both Coordinators and Technicians can be viewed as needed.