Everyone who uses Fieldfare is on your team, from the owner to seasonal staff. Each person's role decides what they can see and do, and the details you add decide where they show up, from the schedule to the Drivers page.
Adding someone
Add their Full name and Email. The email is how they sign in, on the web and on the phone app. In most cases they're added straight away, so you can give them work before they've signed in.
Leave Email sign-in instructions ticked to email them how to sign in, or untick it and send it later. They get a one-time code by email to get in, then can set a password.
If adding someone changes your bill, you're asked to confirm first.
What each role can see
- Owner: everything, including your Fieldfare subscription. Only an owner can make someone else an owner.
- Admin: runs the office, with clients, jobs, quotes, invoices, team and settings. They can see billing but not change it.
- Staff: the jobs they're given and their own hours. They can see your clients and sites, but not contact details or anything about money.
- Subcontractor: only the jobs and sites you give them. They can't see your client list or team.
Changing what roles can do
Role permissions lets you change what admins, staff and subcontractors can do in each part of the app. Owners always have full access.
For each area you choose No access, View or Edit. Some areas also let you choose which records, such as All jobs or Assigned only. Changes save as you make them. Contracts are always hidden from staff and subcontractors.
Ticks and colours
- Driver: puts them on the Drivers page, where you keep their licence details.
- Supervisor: makes them the main person on any job they're on, and the job shows in their colour.
- Spray certificates and Cleared by DBS: recorded on their profile and shown on the Team list.
- Colour: their jobs show in this colour on the schedule.
Their page
Each person's page holds their contact details, role and skills, divisions, holidays, and pay and costs, such as their hourly cost and payroll reference. Schedule opens their schedule.
Divisions on a person are for filtering only. They don't limit what the person can see.
Pausing and removing
For someone who works part of the year, choose Pause staff member. They can't sign in, you aren't billed for them, they can't be booked holiday, and they come off their future visits. They stay on their recurring jobs, so Resume staff member puts them back on those visits.
You can add an Expected return date and a Note when pausing. Fieldfare doesn't resume them for you.
Delete staff member is for people who have left. Their access and billing stop and they come off open and recurring jobs, but their past records are kept. You can add them again later.
One account per email
Each email address is one Fieldfare account in one business. If someone is already on another business's team, use a different email for them. Once another business removes them, you can add them with that email.
Key workflows
Add a staff member
Team › Add staff member
- Add their Full name, Email and Mobile number.
- Choose their Role. It starts as Staff.
- Tick any of Driver, Supervisor, Spray certificates or Cleared by DBS, and pick a Colour.
- Select Add staff member.
Pause someone for the season
Team › a staff member › ⋯
- Choose Pause staff member.
- Add an Expected return date and a Note if you like.
- Select Pause staff member.
- To bring them back, choose Resume staff member from the same menu.
Change what a role can do
Settings › App customisation › Role permissions
- Pick Admin, Staff or Subcontractor.
- Choose No access, View or Edit for each area.
- Where offered, choose which records they can see.
Questions
Can staff see prices?
Not by default. Staff and subcontractors have no access to quotes, invoices or billing rates, and contracts are always hidden from them.
They didn't get the sign-in email. What now?
Open their page, check the email address, and choose Send sign-in instructions from the ⋯ menu. To fix a wrong address, use Change sign-in email.
Am I billed for paused staff?
No. Pausing stops billing for that person until you resume them.
What happens to someone's records when I delete them?
Their hours, jobs and other history are kept. Only their access and billing stop.