Settings is where you shape Fieldfare around your business: your details, how jobs and timesheets work, and what each role can see. It's for owners and admins by default. Staff only see Settings if their role is given access to part of it.
People are managed on the Team page, and each person chooses their own emails in My profile.
What's in Settings
Each area does one job.
- Business profile: your name, logo, contact details, address, company number and VAT, as printed on quotes and invoices. New businesses start not VAT registered.
- Quotes and invoices: the bank accounts printed on invoices and the terms on every new quote. It's hidden when accounting software is connected.
- App customisation: how jobs, timesheets, weeks and lists work, plus role permissions.
- Share links: links your staff show clients from Share links in the phone app's More menu, such as a Google review link. A QR code is made for each one, or you can upload your own.
- Billing: your plan, users, storage and card. Only owners can open it.
- Logs: who changed what and when, searchable by person, area and date.
- Integrations: connect Xero, QuickBooks or Sage. Fieldfare only reads from them and never sends anything back.
- Exports: download jobs, schedule, timesheets, H&S assessments, spraying, clients and sites, invoices and quotes.
- Setup: the setup checklist. Steps tick themselves off as you do them.
- Support: send Fieldfare a request, with up to 3 screenshots. Staff ask their owner or admin instead.
App customisation
App customisation has five sections, chosen from the dropdown at the top. Changes save straight away, except in Week management.
- Jobs: whether jobs are finished By staff or complete Automatically once their time has passed, what job numbers start with (up to 6 letters or numbers), and your work types. Tick Spraying on work types that should record spray details.
- Timesheets: whether staff clock in and out of their day, whether their location is recorded, whether to ignore time clocked before a set time, and whether weekends show.
- Week management: your working year, week labels, seasons and closures.
- Lists: divisions, to-do tags and safety document categories.
- Role permissions: what admins, staff and subcontractors can see and do.
Your working year
Week management sets when week 1 begins (for example the first Monday of April), so every week has a number. You can label weeks, give them seasons and add closures such as a winter break.
Closed weeks show as closed when you plan by weeks, and recurring work isn't scheduled in them. Saving asks you to confirm, because it can move or remove untouched future visits. Past, started, completed and edited visits stay.
Roles, access and scope
There are four roles: owner, admin, staff and subcontractor. Owners always have full access. For the other three you choose, area by area, No access, View or Edit.
Some areas also ask how much the role sees, such as All jobs or Assigned only for Jobs, or Own only for Timesheets. To add new jobs or sites, a role needs Edit and the widest choice, such as All jobs.
- Admin: starts with almost everything, with Logs at View.
- Staff: start with their own schedule, jobs, hours and to-dos, all photos, and health and safety to view. Client phone numbers, money and settings start off.
- Subcontractor: like staff, but only see sites through their own jobs, and don't see clients or the team.
What can't be opened up
These hold whatever the permissions say.
- Only owners can open Billing, and only an owner can give or remove owner access.
- Contracts are never available to staff or subcontractors.
- Role permissions, Week management, divisions, to-do tags, Exports, Setup and Support are for owners and admins only.
- Only an owner can delete a division. Anything tagged with it loses the tag.
What staff can see
Under Role permissions, What staff can see sets three things for staff and subcontractors, separately on the web and the phone app: the team list, team phone numbers and emails, and all clients and sites.
Staff always see the client and site on their own jobs. Turning on All clients and sites lets them look up any client and site.
Key workflows
Change what a role can do
Settings › App customisation › Role permissions
- Choose Role permissions from the section dropdown.
- Pick Admin, Staff or Subcontractor.
- For each area, choose No access, View or Edit, and how much they see where offered. Each change saves straight away.
Add a closure
Settings › App customisation › Week management
- Under Closures, select Add closure.
- Add the Start date, End date and a name, such as Winter break.
- Select Save week management.
- Select Save and update visits to confirm.
Questions
Can staff see prices or invoices?
Not by default. Quotes, invoices, billing rates and contracts start at No access for staff and subcontractors, and contracts can't be opened to them.
If I switch jobs to complete automatically, what happens to earlier jobs?
The change applies from that moment. Earlier jobs keep the old behaviour.
Why can't I see some parts of Settings?
Integrations, Exports, Setup and Support only show for owners and admins. Other areas open only if your role has access to them, and Billing only for owners.
Does changing the job number start affect old jobs?
No. Jobs keep the number they were given. New jobs use the new start, and the count carries on.