Set up your team

This page helps you create the people who use Field Pro — reps in the field and managers in the web app — and wire up the reporting tree.

Your team is your list of users. Each person gets a role, a territory, the channels they serve, and a place in the reporting line. Setting this up correctly is what lets reps log in, see their outlets, and roll up cleanly to their managers.

You manage your team under Settings → Team & Access → Team.

Note: Only an admin can create, edit, or remove users and reset passwords. Managers can adjust most settings but can't add or delete people.

What you set on each user

Role — what the person can do (rep, supervisor, manager, admin, or field helper). See Roles & permissions.
Mobile number — for a rep, this is their login. It must be unique across your whole organization — no two users can share a number.
Territory — the sales area they cover. Leave it blank and the person inherits their manager's territory.
Channels they serve — the trade channels this person works (General Trade, Modern Trade, and so on). Leave it empty and they serve all channels.
Reports to — the manager this person rolls up to. This builds the reporting tree.

📷 [SHOT: set-up-your-team-1] — web — Settings → Team & Access → Team, add-user form with role, mobile, territory, channels, reports-to — caption: "Each user carries a role, a unique mobile login, a territory, their channels, and who they report to."

Note: Channels only default the new-outlet and new-lead picker on a rep's phone — they don't lock anyone out. A rep set to Modern Trade only sees a Modern-Trade-first experience, but reps serving more than one channel get the full visit-and-order flow.

Add a rep, end to end

flowchart TD
  A[Open Team] --> B[Add user]
  B --> C[Choose role: Rep]
  C --> D[Enter unique mobile number]
  D --> E[Set territory or leave blank to inherit]
  E --> F[Pick channels they serve]
  F --> G[Set 'reports to' manager]
  G --> H[Save and set a password]
  H --> I[Rep logs in on their phone]
  I --> J[Account binds to that first device]

Open Settings → Team & Access → Team and add a user.
Choose the role — Rep for a field sales person.
Enter a unique mobile number — this is the rep's login.
Set the territory, or leave it blank to inherit the manager's.
Pick the channels they serve.
Set reports to — the manager this rep rolls up to.
Save and set a password for the rep.
The rep installs the app and logs in with their mobile number and password.

Best practice: Fill in "reports to" for every rep. It's what makes territory inheritance and the management roll-up work — and it's easy to forget.

The reporting tree reorganizes itself

You don't draw an org chart by hand. When you set a person's reports to, the tree rebuilds itself: a manager who gains people reporting to them automatically becomes a group node in the hierarchy, with their reports nested underneath.

Tip: To move a rep under a different manager, just change their "reports to". The tree, territory inheritance, and reporting roll-ups all follow automatically.

Device binding

To keep accounts secure, each field user's account binds to the first phone it logs in from. After that, logging in from a different phone is blocked until you reset the binding. Admins are exempt.

When someone gets a new or replaced phone, reset their device so the new one can bind:

Open the person in Settings → Team & Access → Team (or their access details).
Reset the device binding.
The next time they log in, their account binds to the new phone.

Managers and admins can reset device bindings.

📷 [SHOT: set-up-your-team-2] — web — Team member access detail showing bound device and reset action — caption: "Each rep's account binds to their first phone; reset the binding when they change phones."

Warning: A rep with a new phone is locked out until you reset their device binding. If a rep reports "device not recognized" after switching phones, this is the fix.

One session per rep

Reps and field helpers can be signed in on only one device at a time. If the same account signs in somewhere else, the first session is ended and gets logged out on its next sync. This stops one login being shared across several phones.

Letting people export reports

Exporting reports to a file is controlled per user. Admins can always export. For anyone else, turn on the can-export-reports option on their user if they need to download report data.

Note: If a manager or supervisor says they can't download a report, check whether their can-export-reports option is turned on.

Enabling and disabling a user

When someone leaves or pauses, disable their user rather than deleting it — you keep their history. Disabling a rep also removes their phone from the login directory immediately, so the number stops working as a login. Re-enable them later to restore access. Only an admin can enable or disable a user.

Best practice: Disable departing reps the same day they leave. It frees up their mobile number for reuse and immediately revokes their access.