Field Ops

Field Ops

Overview

Field Ops manages work that happens away from the office: a delivery, a field visit, or a cash collection. Every job is built from an activity template that defines its behavior (does it need a pickup? cash on delivery? a proof photo? a signature? a tracking link?), then moves through a clear lifecycle from creation to completion:

created → assigned → accepted → picked up → en route → completed

A job can also end as failed (delivery could not be made, with a written reason) or cancelled (the dispatcher called it off).

The section has four views on the top bar:

• Map — the operations room: on-shift couriers and open jobs on one live map, with drag-to-assign and real-time updates.
• Board — the jobs table with status tabs, search, and paging.
• Custody — the cash-collection ledger per courier.
• Templates — where you define job types and their custom fields.

For managers and dispatchers

Set up activity templates

From the Templates view, start with the three that ship with every company: Delivery, Field visit, and Collection. To build your own, click "New template" and set:

• The name in Arabic and English.
• Requires a pickup — adds a pickup address and a picked up stage.
• Cash on delivery (COD) — opens the amount field and links the job to the custody ledger.
• Proof photo required on completion and customer signature on completion.
• Allow a customer tracking link.
• The offer acceptance window in minutes (1 to 120, default 10).

You can add custom fields the dispatcher fills in at creation (text, number, money, date, dropdown, yes/no) — up to 12 active fields per template.

Create a job

1. Click "New job".
2. Pick the template — the form adapts to its behavior (the pickup field appears for delivery templates, the COD field for cash templates).
3. Fill in the fields:
   • Customer: name and phone.
   • Dropoff address (required), and a pickup address if the template calls for one.
   • COD amount and delivery fee where they apply.
   • The rush flag, notes for the courier, and any custom fields marked *.
4. Click "Save". The job is created as created with a sequential reference such as J-0001.

Assign the job to a courier

From the Map view, each created job offers three ways to assign:

1. Fast assign — assigns straight to the top suggestion (least busy, then nearest to the destination).
2. Assign — opens the ranked candidate list so you choose yourself.
3. Drag and drop — drag the job card onto a courier's pin on the map.

On assignment the job enters assigned. If the courier does not accept before the window expires, it automatically returns to the queue (created) for you to assign to someone else. To pull an assignment back before it is accepted, click "Unassign".

Track execution live

The dispatch map shows courier pins (free · has jobs · stale signal) and job destinations, updating in real time with no manual refresh. Select a job in progress to see the courier's trail drawn on the map. The acceptance countdown runs on the server clock, not your device's.

Share a tracking link with the customer

For templates that allow it, click "Share" on the job card to generate a tracking link:

• A view-only page for your customer — no account, no login — showing the courier's first name and the order status.
• The live location shows during execution only (after pickup and up to delivery), then stops on completion.
• Copy the link or send it over WhatsApp to the customer's phone directly (requires WhatsApp enabled for the company).
• The link stays valid for up to 24 hours, and you can revoke it instantly at any time.

Review proof of delivery

Click "Details" on any job to see the proof photo, customer signature, and note, the collected amount, and the full event timeline with timestamps.

Manage cash custody

Every COD amount a courier collects enters their custody in a ledger that is never edited or deleted. In the Custody view you see, per courier: collected, settled, adjustments, and current balance.

• Settle — when you receive the cash from the courier; partial by a set amount, or full (leave the amount blank).
• Adjust — a correcting entry that raises (+) or lowers (−) the balance, with a mandatory reason.
• Ledger — every entry in detail with its reference.

For field couriers

Check in first

You will not receive any field job unless you are checked in (on shift). Clock into your shift from Attendance before starting work.

Accept the offer

When a job is assigned to you, you get a "New field job" notification with an acceptance window the app counts down.

1. Open the job and review the customer, destination, and notes.
2. Tap "Accept" before the window ends — otherwise the job returns to the queue automatically.
3. If you cannot take it, tap "Reject" to send it straight back to the dispatcher.

Carry out the job

After accepting, you move through the stages the template defines:

1. Pickup — if the template requires one, confirm it when you collect the order from the origin.
2. En route — as you head to the destination (your live location is shared here if the job has a tracking link).
3. Complete — on delivery.

Prove the delivery

On completion the app asks for whatever the template requires:

• A proof photo (if required).
• The customer's signature with a finger on screen (if required).
• The collected amount if the job is a cash collection — it enters your custody directly.
• An optional note.

If delivery genuinely could not be made, choose "Failed" and write the reason (mandatory) — it is recorded in the job's history.

FAQ

Q: Why doesn't my employee appear among the assignment candidates? A: Because they are not on shift right now. Assignment is offered only to people actually checked in — ask them to clock in first.

Q: I assigned a job and it went back to "created" on its own. What happened? A: The acceptance window expired before the courier accepted, so the system returned it to the queue automatically. Assign it to another courier, or review the acceptance window on the template.

Q: I don't see a "Share" button on the job. A: The template does not allow a tracking link. Enable "Allow a customer tracking link" on the template (on by default for delivery templates).

Q: Does the courier's location stay visible to the customer after delivery? A: No. The live location shows during execution only, stops the moment the job completes, and the link itself expires within 24 hours.

Q: I recorded the wrong collected amount. How do I fix it? A: Entries are not editable. Add an adjustment entry (±) in the Custody view with a written reason — it corrects the balance while keeping the audit trail.

Q: I can't archive a template. A: There are open jobs still using it. Finish or cancel them, then try again.

Quick reference