FieldKo’s mobile app helps field representatives manage their store visits, complete tasks, and capture data on the go. This guide walks through a typical day using the FieldKo mobile app, from logging in to completing a visit. The app is available on both iOS and Android, and both versions offer the same core functionality for daily field work.
Logging In and Syncing Your Data
To start your day, log in to the FieldKo mobile app on your device. If you’re a first-time user, download the FieldKo Mobile app from the App Store (iOS) or Google Play Store (Android) and use your provided username and password to sign in. FieldKo is built on the Salesforce platform, so you may log in with your Salesforce credentials or single sign-on, depending on your company’s setup.
Steps to Log In and Sync:
Launch the app: Tap the FieldKo icon on your iPhone or Android phone to open it.
Enter your credentials: On the login screen, fill in your username/email and password, then tap Log In. (You might be prompted for a verification code or SSO if enabled by your org.)
Initial sync: After login, the app will automatically sync your data. This means it will download your scheduled visits, tasks, and other relevant info to your device. The first sync may take a minute if you have many visits or if it’s been a while since you last opened the app.
Wait for confirmation: Ensure the sync finishes before proceeding. You might see a progress indicator or a “Last updated” timestamp. Once complete, you’re ready to use FieldKo even if you go offline (the app stores your data for offline use).
Viewing Your Upcoming Visits
After syncing, you can view all your upcoming store visits in the app. The home screen typically shows Today’s Visits or your schedule. You’ll see a list of the accounts (stores) you’re due to visit, along with details like appointment times or visit windows.
List or Calendar View: FieldKo may present visits in a list by date, or offer a calendar interface. For example, you might have a tab or menu for Visits showing today’s route. If you have multiple visits in a day, they’ll be listed in planned order (or you can tap a date on a calendar to view that day’s visits).
Visit Details: Tapping on a specific visit will show its details. You can see the store name, address, contact person, and any objectives or notes for that visit. This is where you’ll later check in and complete tasks (more on that below).
Route Map: If enabled, FieldKo can map and even optimise your route. A map view might display pins for each store location, helping you plan the best travel order. Use this to save time and fuel by visiting locations in a logical sequence. For example, if you have visits across Bomaderry, the map can prevent backtracking by suggesting an optimal path.
Review your schedule at the start of the day. Ensure all expected visits are listed. If something is missing or looks incorrect, sync again or contact your manager before you head out.
Navigating to a Visit
When it’s time to travel to your first location, FieldKo makes navigation easy. In the visit details, you’ll typically find the store’s address and possibly a Navigate button or map icon.
Get Directions: Tap the address or navigation icon. FieldKo will open your default maps app (Google Maps on most Android devices, or Apple Maps on iOS) with the destination pre-filled. Simply start the turn-by-turn directions in that app to drive to the store.
GPS and Traffic: Make sure your phone’s GPS is enabled so that the navigation app knows your location. If you have mobile data coverage, you’ll get real-time traffic updates and the fastest route. If you expect to be offline, consider downloading offline maps of your territory in advance (using Google Maps offline feature, for instance) so you can still navigate without internet.
Within the FieldKo App: Some versions of FieldKo also show a mini-map or distance to the location right in the app. This helps verify you’re heading to the right place. Keep an eye on any notes like “Park at rear loading dock” or special instructions in the visit details that might help with arrival.
Checking In at the Location
Upon arriving at the store or site, you should check in on the FieldKo app. Checking in logs your arrival time (and often your location) in Salesforce, signaling that you’ve started the visit.
How to Check In:
Open the visit in FieldKo if it’s not already open. You’ll see a Check In button at the top of the visit details screen.
Tap Check In. The app will record the current time as your check-in time. If your device has GPS enabled, FieldKo also records your location coordinates.
If you are not close enough to the store’s location, the app may warn you. FieldKo can detect if you’re attempting to check in far from the store’s geolocation and will alert you to prevent accidental check-ins at the wrong place. If you get a warning, make sure you are at the correct site and that your GPS is accurate, then try again.
Once successfully checked in, the visit status will update (often showing “Checked In” or “In Progress”). Now you can begin completing your tasks at this location.
Notes: Checking in is important for attendance tracking and for managers to know you’ve arrived. Always try to remember to check in right when you arrive. If you forget and only check in later, the recorded time will be off. Also, if you have any trouble (e.g. poor signal preventing a live check-in), FieldKo will still record the check-in locally and sync it later, so you won’t lose that information.
Completing Tasks and Surveys
After checking in, FieldKo will show all the tasks and surveys assigned to that visit. Each store visit can have multiple tasks and survey forms for you to complete. These tasks are the specific activities or questions that need to be addressed during your visit.
Typical Tasks/Surveys Examples: You might see tasks like “Execute Promotional Display,” “Verify Planogram Compliance,” “Take Fridge Temperature Reading,” or a survey asking questions about the visit (e.g. noting competitor products or capturing feedback from the store manager). Each task or survey has a title and often a brief description or instructions.
How to complete your tasks:
Open a task or survey: Tap on a task item in the list. If it’s a form or survey, a questionnaire will open. If it’s a simple task, you might just see a description and an option to mark it complete or add a comment.
Read and follow instructions: At the top of the task or survey, you may see details on what’s required. For example, “Take a photo of the end-cap display and note any missing products.” Make sure you understand what’s needed before proceeding.
Enter information: Fill in the answers or perform the action. Surveys can include various question types (picklist selections, numeric fields, text comments, yes/no toggles, date pickers, etc.). Provide responses to all required questions. For tasks, you might tick a checkbox to mark it done, or input some result (e.g., count of promotional signs placed).
Attach evidence if needed: Some tasks will ask for a photo or have an option to Add Photo/Attachment. For instance, a “Store Display Check” task might require you to take a picture of the display. You can usually tap an Add Photo button within the task to launch your camera, take the photo, and save it to that task (see Adding Notes and Photos below for details). Similarly, a survey might have a signature capture field for a manager to sign off, or a place to draw a sketch if needed.
Save or complete the task: When you’ve filled out all info, look for a Save, Submit, or Complete button (the wording may vary). In many cases, saving will mark the task as completed (or it might mark as complete only when all required fields are filled). The app will take you back to the visit screen, and you should now see that task marked as Completed.
Continue working through each task and survey in the visit. The app will list all tasks, so you can go one by one. You do not have to follow a strict order, but it often makes sense to follow the flow given (top to bottom). For example, you might first do a shelf audit task, then talk to the manager for a survey, then do a promotional setup task.
What if you cannot complete a task? FieldKo provides options in case a task can’t be done. Perhaps the store manager is absent so you can’t do an interview task, or the product you need to audit isn’t in stock. In such cases, look for an option like “Can’t Complete” or “Skip with Reason”. Tapping this will let you select a reason or write a note (e.g. “Manager unavailable”) and mark the task accordingly. This way, the system records why a task was left incomplete. Use this sparingly and honestly, as your manager will see these flags.
Once you have checked in, the visit screen displays all the tasks and surveys you need to complete for that store. In the example above, the field rep has several tasks listed (such as Brand Guidelines and Planogram Audit). Completed tasks are clearly marked with a status (e.g. Completed in green), while pending tasks have an Edit button – meaning you can tap to open and fill them out. Work through each task one by one. FieldKo tracks your progress so you won’t miss any required activities before checking out. You can always reopen a completed task to review or edit your response (if allowed), up until you check out of the visit.
Adding Notes and Photos
In addition to structured task responses, you may want to add free-form notes or extra photos during your visit. FieldKo allows you to capture this unstructured information to provide more context about the visit.
Adding a Note
Maybe the store manager gave you some feedback, or you observed something noteworthy that wasn’t explicitly asked in a task. You can record this using a note or the visit feed (if your org uses Chatter on Salesforce). To add a note:
Look for an Add Note option by clicking the + button
Enter your note text. For example: “Store undergoing minor renovations – some shelves were empty. Manager requested an extra visit next month to launch new product line.”
Save the note. It will attach to the visit record. Later, your team or manager can read this note in Salesforce for additional insight beyond the survey questions.
Adding Photos
“A picture is worth a thousand words,” and FieldKo makes it easy to capture photos as evidence or for reference:
To take a photo, you can either tap a camera icon within a specific task (if the task expects a photo) or use a general Add Photo action for the visit. For instance, after finishing all tasks, you might still take a photo of a promotional stand to document how you left it.
When you trigger the photo option, your device’s camera will open. Take the picture as you normally would. You can retake if it didn’t come out well, then confirm to attach it.
The photo will be saved to the visit (usually visible in an Attachments or Photos section). You might be able to add a caption or description to the photo as well (e.g. “Front aisle end-cap with new display”).
All notes and photos you add will sync back to Salesforce (appearing on the visit record) when you have an internet connection. If you’re working offline, don’t worry – the app will store them and upload later. Just be mindful that photos can be large; it’s best to sync when you have Wi-Fi so they upload quickly.
Tip: Take clear, well-lit photos and make your notes concise but detailed enough to be useful. This information helps others (like managers or other team members) understand what happened during the visit. It’s especially useful for exceptions or issues that might need follow-up.
Checking Out and Completing the Visit
After you have finished all required tasks, surveys, and added any notes/photos for the store, the final step is to check out. Checking out signals that you have completed the visit and are leaving the site.
How to Check Out:
From the visit screen, tap the Check Out button. This is usually prominently displayed (often where the Check In button was, now toggled to Check Out).
Confirm any prompts. The app might ask “Are you sure you want to check out?” if there are tasks left incomplete. If you’ve done everything, proceed to confirm checkout. If some tasks are not done, you can still check out (after providing reasons for incompletion, if required by your process).
FieldKo will log the check-out time (and possibly your GPS location at that moment, similar to check-in). This provides a total duration of the visit which can be used for reporting or mileage calculations.
Once checked out, the visit is marked as Completed. In your visit list, it might move to a Completed section or simply show as done with a timestamp. You can no longer modify the tasks (they become read-only), but you might still be able to view what you entered.
After checkout, the app will attempt to sync your visit data immediately to the server, especially if you’re online. This includes all the task responses, survey answers, notes, photos, check-in/out times—everything gets uploaded to Salesforce so that managers and other stakeholders can see the results in real time. If you have a data connection, you may notice the sync spinner for a moment as it sends the updates.
If you are offline at check-out: No problem. The data will remain safely on your device. The app will queue the updates and send them to Salesforce when you’re back online (either automatically or when you next trigger a sync). The visit will still show as “completed” on your device. Just remember to sync later.
It’s good practice to sync up at the earliest opportunity after each visit, especially if you recorded a lot of data. For example, once you return to an area with good signal or Wi-Fi (maybe in your car outside the store, or at a café with internet), open FieldKo and allow it to sync. This ensures your work is backed up and that colleagues at the office can see the outcomes promptly.
Continue with your day by proceeding to the next scheduled visit and repeat the process (navigate → check in → complete tasks → check out). FieldKo is designed to handle multiple visits per day, and you’ll get into a rhythm with it after a few runs.
Tips for Staying Organised and Efficient
Using FieldKo’s mobile app becomes easier with a few habits and tricks. Here are some tips to help you stay organised on both iOS and Android:
Plan your day in advance: Before leaving in the morning, review all your visits. Note their locations and times. This helps you anticipate any long drives or priority visits. For instance, if one store has a time-specific promotion, do that first.
Leverage the map and routing: Use the app’s map view or an external map to plan an efficient route. FieldKo can optimise routes for you, but it’s always good to double-check. Avoid backtracking by clustering nearby visits together.
Keep the app synced: Make a habit of syncing the app whenever you get connectivity. For example, after each visit, or during a lunch break. Frequent syncing means your data is safely uploaded and you receive any mid-day schedule changes (in case a new visit is added or a cancellation occurs). It also reduces the amount of data to upload at once, which can prevent delays.
Ensure device readiness: A simple yet crucial tip – charge your phone! The app uses GPS and can be actively used for long periods, which drains battery. Carry a car charger or power bank on long days. Also, if using an iPad or tablet, ensure you have a mobile data plan or preload data via Wi-Fi.
Use reminders and notifications: Allow FieldKo to send notifications if that’s an option. It might remind you of upcoming visits or prompt you if you haven’t synced in a while. On Android, you might get a notification if sync failed due to no connection. On iOS, you might get background refresh alerts. These can be helpful nudges.
Familiarise yourself with the interface: The app is quite intuitive. iOS users will navigate via on-screen buttons and tabs at the bottom, while Android users might also use the Android back button. Both platforms have similar screens, but minor differences (for example, Android might have a hamburger menu for settings, whereas iOS might have a Settings icon). Spend a bit of time exploring the menu – know where to find the Sync button, Settings, Help section, etc. This way, you’re not searching for options when you’re in a hurry.
Capture everything needed: During visits, try to be thorough. It’s better to capture slightly more info than needed than to miss something and have to call the store later. For example, take an extra photo if you think it could be useful, or note the name of the staff who helped you. These details can be valuable and are easy to log in FieldKo.
Stay safe and compliant: If you’re using the app while driving (for navigation), use a phone mount and the voice guidance from your navigation app. Park safely before fiddling with the FieldKo app. FieldKo will wait; safety first. Also, adhere to any company policies for check-in (some require you to be within a certain distance of the store – which the app enforces via GPS).
By following these tips and the workflow above, you’ll be able to efficiently complete your day’s field work using the FieldKo mobile app.