Effective user management ensures the right people have access to FieldKo and that each user’s access aligns with their role (field rep, manager, admin, etc.). This article covers how to create and manage Salesforce users for FieldKo, assign them roles, and (if needed) handle external users via Experience Cloud.
Creating FieldKo User Accounts
FieldKo users are standard Salesforce user accounts. To add a new user for FieldKo:
Navigate to Users: In Setup, enter Users in the Quick Find box, then select Users.
Click New User: This opens the user creation form.
Enter User Details: Provide the user’s Name, Email, and Username (the username must be in email format and unique). Set a temporary password if needed, or let Salesforce email the new user.
User Licence: Choose the appropriate User License. This could be a standard Salesforce license (e.g. “Standard Platform” or “Salesforce”) or a special FieldKo platform license if one was provided. For example, FieldKo often runs on Salesforce Platform licenses for field users. Select a profile that aligns with minimal access (since you will use permission sets for FieldKo specifics). The Standard User profile or a custom “FieldKo User” profile can be used.
Save: Save the new user. Salesforce will email them a login link if an email was provided.
Repeat the above for each team member who will use FieldKo. Each active user will consume a Salesforce licence.
Note: Every FieldKo user must be licensed and have login credentials to your Salesforce org. When they log into FieldKo (via the mobile app or web), they use their Salesforce username and password. Salesforce’s security (two-factor authentication, IP restrictions, etc.) will apply to these logins, ensuring only authorized users access FieldKo data.
Assigning FieldKo Licences and Permission Sets
After creating the user accounts, ensure they have the FieldKo package licence and appropriate permissions:
Package Licence: As described in the installation section, go to Installed Packages in Setup, click Manage Licenses next to FieldKo, and add your new users. If you skip this, users may not see the FieldKo app or its components even if their profile is correct.
Permission Sets: FieldKo provides permission sets to grant access to its features (covered in detail in the next section). At this stage, assign the relevant FieldKo permission set to each user. For example, assign the FieldKo User permission set to field team members, and FieldKo Admin to those who will configure or administrate FieldKo. You can assign permission sets by editing a user’s Permission Set Assignments and adding the desired set.
Setting up roles and permission sets together controls what data each user can see. For instance, a field rep will have access to the FieldKo mobile app but, due to sharing settings, will only see their own visits and tasks (more on sharing in the Org-Wide Defaults article). A manager, placed higher in the role hierarchy, will be able to see records owned by their team.
Ongoing User Maintenance
Deactivating Users: When a FieldKo user leaves your organisation or no longer needs access, deactivate their Salesforce user account (Edit user > uncheck Active). Also remove their license from the FieldKo package (Installed Packages > Manage Licenses > remove user) to free it up for others.
Updating Roles: If a user is promoted or changes teams, update their Role in Salesforce. Because data visibility in FieldKo is role-driven, this will automatically update what records they can see. For example, if a field rep becomes a regional manager, moving them up the hierarchy will allow them to see their former peers’ records (once they are above in role hierarchy).
Login and Access Issues: If a user cannot see the FieldKo app or certain tabs, check that they have the correct permission set and that their profile isn’t restricting access (e.g., IP range issues or object permissions). Also verify the package license is assigned. Most access issues are resolved by those settings.
User Training: After setting up users, provide training on how to use FieldKo (logging in, using the mobile app, etc.). Users will log in with their Salesforce credentials. Emphasise security best practices (not sharing passwords, using Salesforce Authenticator or 2FA if required).
By properly managing your FieldKo users in Salesforce, you ensure each person has the access they need and data remains secure. Next, we’ll delve into FieldKo Permission Sets, which grant the fine-grained access to FieldKo features.