👥Setup your customers

The Fieldworker will keep all your customer data in one place

How to add your data into Fieldworker

To quickly make effective use of the application, you will need to set up your customers in the system. Fieldworker lets you import your data from other systems your agency may have been using. You can bring in your data from your state system, you may also use Fieldworker's own proprietary import formats.

Fieldworker also provides screens to individually enter customer details, plan details, etc. to start capturing tasks, services, or contacts.

Adding new clients

Admin users have the ability to add clients to FieldWorker. Here's how:

Go to "New" in the sidebar

This is the control center of FieldWorker, where you can add just about anything you need, from clients and contacts to projects and employees.

To add clients, choose "Customer"

Fill in the client's personal details

Fill out the information in the form. This includes the name, phone number, and address of your client.

There's also a field for the client's unique ID as assigned to them by the DDD.

Here, you'll also see you have the option to add a client who is a company in addition to an individual.

Enter other relevant details

In the "Other Details" tab, you'll have the option to enter other important information, including the date you began working with this client, their current status (i.e. are they currently an "Active" client?), and who their related project manager is – that is who on your team is principally responsible for working with them.

Create customer!

Then, click on "Create customer", and your client will be saved to the database.

How to add projects and tasks

Admins and managers are able to create projects in FieldWorker. Projects typically correspond with ISPs for individual clients, and last about a year depending on your state.

Go to "New" in the sidebar to set up a project

Once you've navigated to the "New" section, select "Project". You'll be guided through several sections to fill out all the necessary details for your project.

Basic Information

In the first tab, "Basic Information", you'll be able to add a title and description for your project, which will normally relate to an ISP for an individual. You'll also be able to specify the project's active version number.

Additionally, here you associate the project with the customer it relates to. You'll need to have added the customer to your database under "New" > "Customer" first to be able to do this, which ensures all relative information for the client is present.

Following this, you then enter the project sponsor and manager, who will both have access to the project information and be able to track its progress.

Date & Location

Here, you can enter the start and projected end date for the project – or ISP – and enter the client's primary address. If need be, you can add multiple locations.

You can also add the approved budget for the project.

Final Details

In this tab, you can add additional employees who will work on this specific project, including when they will likely be involved and their billing rates.

This information will be used to help ensure accurate billing further down the line.

Tasks vs Projects

Within each project – or occasionally outside of projects – you can create tasks. These relate to individual activities, such as setting up a task for a visit with a client.

When creating a new task, you'll be able to specify which project it is part of, meaning tasks can be used within projects to track progress on individual activities on a more granular level.

How to create a task

Just like projects, you need to go to "New" in the sidebar to create a new task – though as you might expect, you choose "Task" this time.

You'll need to add the required information, which includes a title and brief description, and which project this task relates to.

Once you've selected the associated project, you'll be able given the option to set a location for the task from the list of locations specified for the overarching project.

Finally, you'll need to set who the task is assigned to, what the priority is, and define whether or not the task is billable to the payer.

Once you've created the task, the team member who has been assigned to it will be able to see it in their own "Tasks" area and add notes, documents, and time-tracking information as they work on it.

How to import your data into Fieldworker

FieldWorker lets you import your data from any other systems your agency had been using. You may also use Fieldworker's own proprietary format.

Currently, you are able to import the following data in the correct CSV format:

– Data from iRecords

– Employee information

– Customer information

Below, you'll see exactly how the CSV file should be formatted for each of these to ensure you can seamlessly import your data.

Importing your data from your state system (iRecords)

To import data from iRecords, you can download details from the Participant Record using the Search Tile on the main page. The Search Tile is typically located below the Duelist and the Alerts Tile on the dashboard. Once you have the CSV containing your data, follow the steps below to ensure it's formatted correctly and ready to import into FieldWorker.

Who can import data?

Only individuals who have the admin role can bulk import data.

The correct CSV format

To bulk import your data, you'll need to ensure it's in a CSV format and follows the example shown here. You can see the three columns and the various rows included, with example information filled out for each. The "Description" column defines the type of data in the central column.

Check out this page with an example of a correctly formatted table.

Data security

Please note that any data you import must be data associated with your company only. Any data, not strictly associated with your company must be removed prior to import into FieldWorker.

Where do I import my data?

Once you have your CSV file, go to the "New" section in the side panel. You'll then need to select "Bulk Upload", where you'll be able to upload your CSV file.

Once selected, you can simply drag and drop your CSV file into the space with the dotted outline as indicated – or alternatively, you can click here to select the file to upload manually.

Need help?

If you need some support with importing your data or you have a more complex case, we're here to help you! Get in touch with your dedicated support specialist and we can help you import your existing data.

How to assign projects and tasks to your team

When you're creating new projects and tasks (in the "New" section of the sidebar), you'll need to assign them to team members as part of the creation process.

Team members will then be able to see tasks assigned to them in the "Tasks" area of their FieldWorker app, as well as an overview of today's tasks on their home screen.

Let's take a look at how to assign projects and tasks.

First, make sure you've invited your team

Your team will need to have accepted your invitation to join FieldWorker and set up their accounts before you are able to assign tasks and project to them.

If you haven't invited them yet and you're not sure how to do so, take a look at our tutorials here to see how to invite them and what they need to do to set up their accounts.

Remember – you'll need to invite them so that they'll be a part of your organization on FieldWorker, so be sure to follow the steps rather than asking them to set up separate accounts.

To set up a new project or task, click on "New" in the side panel.

Once you've navigated here, you can select "Project" (normally corresponding with an ISP for a patient) or "Task" depending on which you want to create.

First, you'll need to enter the basic information and date and location information related to the task. You can find more details on this here.

Once you've filled out these sections, you'll be able to assign the task or project under the last "Final Details" tab, shown here:

As you can see, you have the option here to add one or multiple employees to each project or task. They'll then be able to see these listed under "Projects" when they log into their FieldWorker accounts.

In addition to their name, you'll be able to include details on their employment status, their billing rate, and the frequency of their involvement in the project or task where applicable. You'll then also be able to specify the precise time range they'll be involved in the project. This is particularly useful if you work with contractors or temporary staff who have limited engagement for a fixed time.

Once you click on "Create", the new project or task will be assigned.

To assign or change the assignee for an existing project or task, click on "Projects" in the side panel

Here, you can see an overview of all your existing projects. Find the project you want to assign or edit and click on it on the left-hand side. You'll see the details displayed like this:

As you can see, the project will open showing you an overview of the most important details. You'll want to click on the "employees" tab, which is where you'll be able to see who is currently assigned to this particular project. You can click on the edit icon in the top-right corner to change who is assigned to this project or add multiple employees.

Under the "tasks" tab, you'll be able to see an overview of the tasks involved within a specific ISP, as well as their assigned, and here, you'll be able to edit the task details including assigned too by clicking on the edit icon.