Configure Field Management Mobile in the Portal

Configure settings for the Field Management Mobile application. You must have a Field Management license to use this feature.

Field Management Mobile includes an Offline Time Clock Kiosk that allows employees to clock in and out of jobs and phases using a tablet at the job site. If you want to use the Offline Time Clock Kiosk, first configure the mobile app as instructed below. Then see the Offline Time Clock Kiosk page for details about the Offline Kiosk and links to information on how to set up and use it.

Only System Admins may access portal settings.

  1. Select Admin > Portal Settings > Field Management Mobile.
  2. Expand the General Configuration section:
    1. In Enabled Earn Codes for Mobile, Per PRCo, select the Edit button, and enter the earn codes to make available for each Payroll company. Add a new row for each company, and separate multiple earn codes with a comma and no spaces. For example: 1,2,3. If you are using the Time Clock feature in the mobile app, all time entries will be saved using the earn code that is listed first in this portal setting per PRCo.
      Note: If you are enabling earn codes to be used per diem (amount-based entry), you must also enter those earn codes in the portal setting Earn Codes to accept Amount Based Entry for Expense Input available under Admin > Portal Settings > Timecard > Expense Entry.
    2. To allow users to enter production in the mobile app, enter a cost type in Cost Type for Production Update. If you leave this setting blank, the Units field on the Production Allocation page in the mobile application will be grayed out, preventing users from entering production units via the mobile app.
      Note: You can only enable one cost type. If you want production units submitted through the mobile app (and Progress Entry) to go through Production Approval instead of being processed automatically, enable the portal setting Enable Progress Entry Approval. Setting location: Admin > Portal Settings > Progress Entry > General Configuration.
    3. To allow users to enter usage on equipment or mechanic time, enter the applicable EM companies in Enabled EMCo's for Mobile Equipment Entry (semi-colon separated). Separate multiple EM companies with a semi-colon and no spaces. For example: 1;2;3.
    4. If you allow users to enter equipment time, enter the revenue codes that they can use in Enabled Rev Codes for Mobile Equipment Entry (comma separated). Separate multiple revenue codes with a comma and no spaces. This field supports revenue codes with decimal points, and whole numbers. For example: 1,2,3.
    5. If you allow users to enter time on SM work orders, enter the applicable SM companies in Enabled SMCo's for SM Work Orders (semi-colon separated). Separate multiple EM companies with a semi-colon and no spaces. For example: 1;2;3.

      • To limit the SM work orders that display for mobile app users, enable Filter SM Work Orders available in the mobile app based on currently logged in technician.
      • To make only certain SM pay types available to mobile app users, enter those SM pay types in Enabled SM Pay Types for Mobile. Select the Edit button for this setting, and enter SM pay types by company. Separate multiple SM pay types with a comma and no spaces. For example: 10,15,20. If you leave this setting blank, all SM pay types will be available.
      Note: If you are enabling earn codes to be used per diem (amount-based entry), you must also enter those earn codes in the portal setting Earn Codes to accept Amount Based Entry for Expense Input available under Admin > Portal Settings > Timecard > Expense Entry.
    6. To allow users to see only the jobs that have a Job Cost company that matches their PR company, enable Restrict the jobs to the JCCo that matches the logged in employees PRCo.
      Note: To further restrict the jobs available to users in the mobile app, see Configure Mobile Data Security.
    7. To limit the users who can select start and stop times on the app (including the Offline Kiosk), set up an employee group to include those users and assign that group to the portal setting Employee Group for restricted clock in/out. Users assigned to this group can clock in or out based strictly on the current time on the app. For help setting up employee groups, see Create Employee Groups.
      Note: You must enable location tracking for users in this employee group in order for them to be able to record a clock-in or clock-out. See Clock In / Clock Out Configuration for details.
  3. To assign access to Field Management Mobile:
    1. Select Admin > User Access.
    2. Set applicable filters at the top of the page; from Module Bundle drop-down, select Crew Timecard.
    3. Select the FM Mobile check box for applicable users.
      For more details about the User Access page, see Assign Users Access to Modules. For details about assigning FM Kiosk Admins for the Offline Time Clock Kiosk, see Configure the Offline Time Clock Kiosk in the Portal.
      Note: If you plan to have managers or job approvers review time submitted in Field Management Mobile, you may want to give Field Management Mobile users permission to FM Grid Time or HR Grid Time. If a manager or job approver rejects time, the mobile user can only modify and re-submit that time through Grid Timecard in the portal. Field Management Mobile users cannot edit time in the mobile application after it has been submitted. For details on configuring timecard approval, see Job Approval Configuration or Manager Approval Configuration.
    4. If users will enter time for others, give those users access to FM Grid Time and to the specific users whose time they will enter. Permission to enter time for others is based on the following:

      • Being a manager. Managers are allowed to enter time for their employees.
      • Having the permission Can Enter Timecard(s) for assigned on the Approval Permissions page.
      Note: If a user is a Timecard Admin or has payroll permissions assigned in Vista, that user can enter time for all employees within their permission. Assign Timecard Admins on the Admin Roles page.
  4. For each Payroll company and Payroll Group combination to be used in Field Management Mobile, enable the mobile line types to make available to users:
    1. Select Employee Tools > Grid Timecard Settings
    2. Select a Company and PR Group at the top of the page.
    3. Select the FM Mobile Options button.
    4. Select the line types to enable. Options include: Job, Service Management, Mechanics, and Overhead (No Job / Phase).
      Note: To enter time for an SM work order, a user must be set up as an SM Technician in Vista (Service Management > Programs > SM Technicians).
    5. Optionally, use the FM Mobile Options window to give users the ability to edit PR Departments on Overhead lines (Allow PR Department Edit on Overhead Lines) and to indicate how users can submit time in the mobile app (Daily, per Pay Period, or Both).
    6. When you are finished, select Save.
  5. To make pay periods available in Field Management Mobile, you must open those pay periods in your portal. The Timecard Admin can do this manually, or you can set up your portal to open timecard batches automatically. To learn more, see the following pages in Help:
  6. Time submitted via the Field Management Mobile application is added to PR Timecard Entry in Vista and as a submitted grid timecard in a unique daily grid template in the portal (separate from templates created in Grid Timecard Templates). To configure grid timecards so that employees and timecard approvers can view submitted time in the portal:

    1. In the Grid Timecard Layout (Employee Tools > Grid Timecard Layouts), ensure that only Date Worked is in the Column Groups and that the layout includes fields that your users will enter on their device. For example: Earn Codes, Class, and Equipment.
    2. Optionally, you can add questions that users must answer before signing off on a timecard. In Grid Timecard Settings (Employee Tools > Grid Timecard Settings), select the Submission Questions button at the top of the page. In the Timecard Submission Questions pop-up window, select the Add Item button to add a question and a corresponding response type.
  7. Review Additional Field Management Mobile Settings that are not required but may be useful to your organization.
  8. Review and Configure Mobile Data Security settings.
  9. Have users set up the Field Management Mobile application on their devices and pair their app with your portal. System or Security Admins can send users mobile app invitations via email, or users can pair your portal with the mobile app manually. For more details, see the following pages in Help: