Agency

Configure the Fieldworker platform to map your workflows

The Agency tab is the primary configuration suite for your organization's administrative, payroll, and operational rules. It allows you to manage everything from company branding to complex Electronic Visit Verification (EVV) logic. The Agency section on the Settings page lets your agency configure the Fieldworker platform to map its workflows to the app. The Fieldworker platform's functionality is dependent on choices in this section. This section is only accessible to admin users.

1. Company Identity & Locations

• Company Information: View and edit your Company Name and Primary Location. Click the Pencil Icon at the top right of this section to make updates.

• Logo: Upload or update your Company Logo. This logo will appear on system-generated reports and communications.

• Additional Office Locations: If your agency operates out of multiple branches, use the [+ ADD NEW LOCATION] button to track separate addresses, facility codes, and contact numbers for each.

2. Payroll & Subscription Details

• Subscription Status: Track your current Subscription Plan, including start and end dates for both trials and active contracts.

• Salary Configuration: Define how your employees are compensated (e.g., Hourly, Monthly, or Weekly) by selecting from the Salary Type checklist. It lets you define various payment models used to pay your employees.

• Payroll Frequency: Set the organization-wide cadence for pay cycles (e.g., Monthly). It captures the frequency of your payroll runs. This also influences your time management process.

• Mileage Payout: Enter the specific Mileage Payout Rate (e.g., $0.75) to automate travel reimbursement calculations.

• Work Week: Define the Start of the Week (e.g., Monday) to align timesheet periods with your internal accounting.

3. EVV & Scheduler Settings

If your agency uses the EVV process to bill certain tasks, are all your tasks billable by default? How close should your employee be when checking in to a customer location? If your state allows you to choose not to submit the visits to the billing directly, you may choose to select the visits to be sent for EVV purposes only.

• EVV Configuration: * Tasks Billable By Default: Toggle whether newly created tasks are automatically marked for billing.

  • EVV Only: Restrict certain activities to only be valid if Electronic Visit Verification is captured.

  • Tolerance Range: Set the geographical radius (e.g., 900 feet) within which a fieldworker must be located to successfully "Check-in."

• Scheduler Settings - Set your agency's operating hours and days when your agency is open for business. The scheduler will only be displaying the operating hours for defining a session.

• Operating Hours: Use the Scheduler section to define your agency's standard opening and closing times and active workdays.

• Resources: locations where your customers can get serviced, or sessions can be scheduled. Only the locations defined here will be available for scheduling sessions. Manage physical assets available for scheduling, such as Classrooms, Gyms, or Outdoor Gardens, by using the [+ ADD NEW RESOURCE] button.

4. Specialized Module Setup

• Referral Management: Configure how incoming and outgoing referrals are handled.

  • Company GUID: Your unique identifier for external integrations.

  • Coordinator: Assign a default Referral Coordinator.

  • Forms & Flows: Select which Forms and Workflows are triggered when a referral is initiated.

• Secure Communication: Toggle automated messaging for employees, clients, and contacts. You can enable specific alerts for MT (Timesheet) Status Changes, Task Assignments, and SoS Messaging.

• Task Requirements: Define if a Task Description is mandatory or if Exact Times (Start & End) must be stored for every timesheet entry.

Note: Always remember to click the [SAVE] button at the bottom of each sub-section after making changes to ensure the new configuration is applied globally.

If you do not have an active subscription or trial, certain services may not be available to your users.