1. Overview
Field Assignments let managers give field employees specific pieces of work — a client visit, a call, a document collection — and review what was done. Each assignment keeps its own record of visits, completion reports and history.
Open Assignments from the sidebar (Admin / HR / Manager). It has three views: All assignments, Pending reviews and Assignment settings.
2. Creating an Assignment
- Go to Assignments → All assignments and click Create assignment.
- Choose the Employee and enter a Task title and description.
- Pick the Task type: Visit, Call, Document collection, or Other.
- If the work happens at a place, keep Requires a location visit on, then enter the location name and address. You can pin the spot on the map — search for an address or click the map, and latitude and longitude are filled in for you.
- Set the Planned date and time and the Due date and time. The due time cannot be earlier than the planned time.
- Choose whether Approval required applies, and tick the Required completion fields (see section 4).
- Click Save.
Details and requirements can be edited until the employee starts the work. After that they are locked.
3. Assignment Statuses
| Status | Meaning |
|---|---|
| Assigned | Created, not yet started. |
| In progress | The employee has started the work. |
| Pending approval | A completion report has been submitted and is waiting for review. |
| Changes requested | The reviewer sent the report back; the employee needs to update and resubmit. |
| Completed | Approved, or submitted where no approval was needed. |
| Cancelled | Cancelled by the manager, with a reason. |
Assignments past their due time are marked Overdue in the list. Use the status, employee and due-date filters to narrow the list.
4. Required Completion Fields
For each assignment you decide what the employee must provide before they can submit:
- Remarks
- Outcome
- Photo
- Document
- Contact name
- Contact phone
- Signature
New assignments start with the defaults from Assignment settings (section 7); you can change them per assignment.
5. Visits and Completion Reports
Open an assignment to see four tabs: Overview, Visits, Completion reports and History.
- Visits — each check-in and check-out at the location, with the recorded GPS coordinates. A visit is flagged if the location could not be verified or was captured offline.
- Completion reports — what the employee submitted: the required fields plus any photos and documents, which you can preview or download.
- History — every change to the assignment, from creation to completion.
6. Reviewing Submissions
Go to Assignments → Pending reviews to see everything waiting for a decision. Open an item, check the report and visits, then choose Approve or Request changes (with a comment explaining what to fix).
A report is sent for review when any of these apply:
- The assignment has Approval required turned on.
- GPS could not be recorded for a visit.
- The entry was made after the fact (a retrospective entry).
7. Assignment Settings
Assignments → Assignment settings controls the defaults:
- Organisation defaults — which completion fields are required by default, and whether assignments that employees create for themselves need approval.
- Manager override — select a supervisor to give their team different defaults. Teams without an override inherit the organisation defaults.
8. Employee-Created Assignments
Field employees can also log work they arranged themselves. These appear in the list with the source Employee created (manager-created ones show Manager assigned). Whether they need approval is set in Assignment settings.
If you are both a manager and an assignee, your own assignments are read-only in the portal — complete them in the employee app.
9. Tips
- Pin the location on the map when creating a visit, so the check-in can be compared against it.
- Require a photo or signature for work that customers may later dispute.
- Pair assignments with Field Tracking to see the route taken between visits.