To do, Updates and My Action Items

The To do icon: your number

The red number on the checklist icon, top right, is how many things are waiting on you: tickets expired or about to, tasks past due, incidents waiting for your review, end-of-shift answers owed, courses to finish, policies and documents to sign, unread notices, equipment to inspect, meetings in the next two weeks — and, for managers and admins, approvals: submissions and completed action items to sign off, tickets to verify and PINs to review.

Open it to see the list in two parts: Yours (late things first, then Next) and Waiting for approval. Each row opens the exact place you deal with it, and drops off the list by itself once it's done — an approval drops off everyone's list as soon as one person signs it. An approval row says who it's from. See all opens your full To do page; All approvals opens the approvals page on the admin side.

If Fieldtec is on your home screen, the same number shows on the app icon, like other apps. It updates whenever you open the app (on an iPhone, allow notifications for Fieldtec so the number can show).

When a piece of equipment comes due for inspection, its mechanic (or the first worker on it) gets a "Complete inspection" task and its fleet manager a "Confirm inspection completed" task — one of each at a time, until the inspection is filed. They show in To do and Updates straight away and are listed in your 4 AM summary email if you haven't opened them by then — never an email of their own.

Closing an action item: photos and files

Close an action from its page, on the admin side or your own: in Add an update, write what you did and add photos or files (take a photo, pick several, or drop a PDF). Post update keeps it open — use it for "waiting on parts" and the like. Post and mark complete closes it. An update or photo already posted is enough to complete it. This is the one way to complete an action: Mark complete on your Actions list, on an incident's Action items tab or on a form submission opens the action's page at this box, rather than closing it in one tap. Actions from an inspection or an observation link to that record as a PDF. One kind closes differently: "Complete inspection" on a machine, raised when its inspection is overdue. It has Do the inspection instead of Mark complete, and it closes on its own when the inspection is filed or the machine is marked not running today. Ticking it off by hand would leave the inspection still owed, so the next morning would raise it again.

Anywhere you add supporting files — incident supporting docs, location and asset documents, work order photos and invoices, meeting and notice attachments, HR files, claim documents — you can drag in or pick several files at once. Fields that hold one document (a certificate, a policy, a logo) still take one.

Removing photos (admin side): on an incident, observation, work order or inspection, press Select under the photos, tick the ones to go, Remove selected, then confirm. Whoever can edit that record can do it. They are removed for good and the record history notes it.

Deleting an update: its author can delete their own while the action is open. A Company Admin can delete anyone's, and so can an Admin given Delete comments on action items (set on their own Access tab, off until granted). Admins still see a line saying who deleted it and when.

If you are an admin and an inspection has an action assigned to you, the inspection page says so at the top and its Complete button opens the action on your personal side, where you finish it.

Updates: what the app told you

The second tab, Updates, lists the messages you've been sent — an incident reported, a policy published, your password changed — newest first. It has no number: nothing in there is owed. A dot marks the ones you haven't opened. All updates opens the last 60 days, each with a line saying why you got it.

Supervisors: your crew's expired tickets and overdue tasks show on the Direct Reports card on your Overview, next to each person, rather than in your own To do.

Your Overview

The To do card at the top of your personal Overview shows your own things, first three rows, with See all. Approvals open admin pages, so they have their own card, Waiting for approval, at the top of the admin Overview instead. When nothing is waiting a card says so in one line.

Under Welcome back, one sentence says what's waiting on you. It is written from the same rows as the To do card, so the two always agree: the most urgent first, up to three things, then how many more. When nothing is waiting, it says so.

A row with a deadline carries a chip saying how long it has. Tickets and action items count in days: yellow inside 90 days, orange inside 14 days, red once the date has passed. An investigation's deadlines go by your company's own hours: yellow while there's time, orange once due soon, red once missed. A row with no deadline, such as an FLHA to sign, has no chip.

Next up, beside To do, shows only while a field level hazard assessment you filed in the last week still has its end of shift unanswered. Until your supervisor has signed and closed it, it says who it's waiting for. Then it counts down to when the end-of-shift questions open (4 hours after filing, unless your company set another time), by the server's clock, not your phone's. Once they're open it says so, with a button straight to the questions, and the same item is in your To do. With nothing pending there is no card.

Your admin Dashboard

Under Welcome back on the admin Dashboard, one sentence sums up the company: PINs waiting for review, investigation deadlines overdue, records waiting for sign-off, tickets to verify, tickets expiring inside 14 days, and how observations are tracking against this month's target. It only names modules you can open, leaves out anything at zero, and is built from the same numbers as the cards below it. Anything else in Waiting for approval is counted without being named, and when nothing is waiting for your approval, it says so.

Below it, a card for each count you can see: FLHAs filed this week, with a line of the last ten weeks; tickets expiring within 90 days, with bars for the next six months; and Month pace — observations so far this month against the target set in Observations › Setup, with a dashed mark where the month is today. A line or bars only appear where there is something to draw: weeks before your company started on Fieldtec are left out, and nothing is drawn when every count is zero. Month pace shows only when a target is set, and counts the groups that have one. Each card opens its module.

Rows in Waiting for approval carry due chips too. A PIN shows its next investigation deadline, the Flash first, by your company's own hours: yellow while there's time, orange once it's due soon, red once it's missed. A ticket to verify shows how long until it expires. The list stays oldest first.

For admins: Admin → Notifications

One page shows who gets told about what. Who gets told lists every event — a PIN filed, an incident reclassified, a Flash, a flagged equipment check, an expiring ticket, a weather stop-work, a meeting coming up — with who is told and a link to the one screen that changes it. Reminders & schedules lists every reminder and scheduled report in the company with its next send and a Pause button. Sent log shows the last 30 days: who was told what, and whether the email went out. Each module’s own settings also carry a small Notifications for this link back to its row.

• If a PIN, a weather warning or a modified-duty change has nobody active set up to receive it, the backups your company set up for that notice (Notifications → Backups) are told instead. With no backup, nothing is sent and the Backups tab lists it.
• Modified duty: Incidents → Settings → Modified Duty Notifications. When someone goes on light or modified duty, switches between them, gets a return-to-full-duties date, or is cleared, their supervisor and their location's manager are told (each can be switched off), plus anyone you name.
• Weather warnings: at the foot of the Weather page, Who gets weather warnings. Supervisors of the crew at that location and every admin are on by default; switch either off and name anyone else who should hear.
• PINs, modified duty and weather all use the same card: switches for the people the event already implies, named people (and, for PINs, whole positions), and one Save button. Change what you need, then save once.
• Any long list of people or positions — here, on the Flash list, or in a register's filters — opens as a searchable tick-list with Select all and Clear. Type part of a name first and Select all picks only what the search shows, so 'super' then Select all takes every supervisor.

Choosing how you're told

Edit Profile → Notifications tab. Instead of a long list of every notification type, there are eight groups: Safety events, My tasks, Tickets & training, Things to read & sign, Meetings & reminders, Reviews & sign-offs, Reports, and Account & security. Tick Email on a group and every notification in it is emailed to you too; tick as many as you like, then press Save all once.

• In app is always on — everything still lands in Updates (the second tab under the To do icon), so nothing can be missed completely by switching email off.
• Account & security emails (password or email changes, someone viewing the app as you) can't be switched off.
• Text messages aren't available yet, so there's no Text column. It will appear once texts can actually be sent.
• Every optional email has an Unsubscribe link at the bottom. It works without signing in — handy for someone who gets scheduled reports but has no Fieldtec login. Security notices keep coming either way.

Emails that need you, and emails for your information

An email that needs you to do something (an action assigned to you, coming due or overdue) has two buttons: Fix now, which opens the action ready for a comment, a photo or a file, and Review, which opens the record it came from. Every other email is for your information and has one button, Open. Either way the button goes to the exact page, not the Overview. See "Emails that open the right page".

Lock-screen notifications on your phone

Important notices can pop up on your phone even when FieldTec is closed: safety alerts (a PIN, a weather stop-work, a failed equipment check, an injury on an FLHA), sign-offs waiting on you, your first action item of the day, and security notices. Reminders never buzz your phone; they stay in the app and the 4 AM summary.

• Turn it on: Edit Profile → Notifications tab → Lock-screen notifications on this phone → Turn on for this phone, then allow notifications when the phone asks. It's per phone: do it on each phone you use.
• iPhone: add FieldTec to your Home Screen first (Share → Add to Home Screen) and open it from there; iPhones only allow this for apps on the Home Screen. Android: works in Chrome, installed or not.
• Choose what reaches your phone with the Phone column beside Email, by group, then Save all.
• Send a test checks it end to end. Turn off, or signing out, stops notifications on that phone.
• On an iPhone (Home Screen app) and on computers, the FieldTec icon shows the same number as the To do icon in the app. Android shows a dot instead.
• Turning it on is per person as well as per phone: when somebody else signs in on the same phone, it switches to them the next time the app opens.
• Nothing shows? Check the phone's own notification settings for FieldTec, and that Focus or Do Not Disturb isn't holding them.

The Monday and Thursday compliance email

Twice a week, on Monday and Thursday morning, FieldTec emails each person what is due for them: action items past due, and tickets expired or expiring in the next 30 days, with a percent-done bar and how it is counted printed under it. Every line opens the actual item. If nothing is due you still get a short all-clear, so you know it is working.

• Company Admins also get an Admin reminders block: action items past due across the company, and tickets expiring in the next 30 days. People whose position can edit a module are being added to it.
• More modules (training, policies, procedures, incident reviews) are added one at a time, each only once its numbers match what the app shows.
• Switch it off in Edit Profile → Notifications tab → Monday and Thursday compliance email. FieldTec asks first, because this email is how a critical item gets noticed. An admin who switches it off also stops getting Admin reminders.
• Urgent notices (safety alerts, security notices, sign-offs waiting on you) are never part of this email and are never held back.

The 4 AM summary email

Reminders don't send an email each. They land in the app straight away, and what you haven't opened by morning comes in one summary email at 4 AM in your company's time zone. Anything you already opened in the app is left out, and on a morning with nothing new there's no email at all.

• In the summary: training coming due, expiring or overdue; a policy's yearly sign-off coming due; a direct report's ticket expiring; a direct report's compliance changing; oil changes due; your monthly observation target; injury trend alerts; and expiry notices for tickets you hold that your position doesn't require.
• Action items: the first action item email you get each day comes straight away. Any more that day (new, reassigned, or overdue for someone who reports to you) wait for the next morning's summary.
• A ticket your position requires still emails you straight away, 14 days before it expires and on the day. So do safety alerts, sign-off requests, security notices and anything somebody sends you on purpose.
• The Email ticks in Edit Profile → Notifications tab apply to the summary too: switch a group's email off and those notices stay in the app only. Your own tickets and training are under Tickets & training; your crew's are under Reviews & sign-offs, so you can quiet one without the other.
• Admins: in Notifications → Sent log, a notice waiting for the next morning shows In the 4 AM summary until it goes.

The profile menu

Click your name, top right. Overview sits at the top, then Report (report an incident or an observation), then your own things — My Assets, My Action Items, My Certificates, and so on. The menu is for getting around; what's waiting on you is counted in one place only, the To do icon.

The sun or moon button beside it sets the theme: Day, Night, Follow the clock or Follow the system. When your pick changes what's on screen, the new theme opens out from the button as a circle. If your device is set to reduce motion, it switches straight over instead, and the tabs and the Personal / Admin switch move without sliding.

If your pick can't be saved, with no signal for example, a note under the button says so. The screen keeps the theme you picked, but the next page you open goes back to the old one. Tap Try again once you have signal, or close the note.

My Action Items

A task with your name on it and a due date — almost always raised because something else happened, not typed in from scratch.

Where they come from

Nearly every module can raise one against a real finding, so the item always points back to why it exists:

• Incident — a corrective action from an investigation.
• Inspection — a finding from the Inspections module's own checklist forms (not an equipment check — see "How equipment inspections, Defects and Work Orders fit together" for that).
• Hazard assessment — a control raised from a daily check.
• Form — a "No" answer that needs following up.
• Meeting — carried forward until it's closed.
• By hand — an admin raises one directly.

Open the item and its source is always one click away — the exact incident, inspection, or form answer that raised it.

How the due date is colored

This scale is shared across the whole platform, so a color means the same thing everywhere you see it:

Completing one asks what was actually done — an update with photos or files, or (on the admin side) a bulletin it was resolved by — so the record shows how it was closed, not just that it was. See "Action items: raising, working and closing them".