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Many FieldKo screens in Salesforce let a manager choose a rep, and then plan, review, or move that rep’s visits. The User Reporting Hierarchy setting decides which reps appear in those lists: the manager’s direct reports, everyone below them in the role hierarchy, or everyone in their public groups. Set it once to match how your field team is organized.

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User Permissions Needed

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Screens That Use the Setting

The setting controls the rep list, and the reps whose records you can plan for, on these screens:
  • Visit Calendar and Visit Planner
  • Call Planning and Call Cycles
  • Objectives and Map
  • Recurring Visits, Edit Recurring Visits, Clone Visits, Manage Visits, and Transfer Visits
  • Field Campaign, Account Set, recurrence pattern and default visit template assignment, and account objectives
It also decides who receives call plan change emails. See Call Plan Change Emails.

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How Each Option Picks a Manager’s Team

With every option, the list includes only users who have the FieldKo Representative Permission Set or FieldKo Basic Representative Permission Set, directly or through a permission set group. Only users with a FieldKo manager permission set can choose reps other than themselves. If you use brands, the Visit Calendar list is also limited to the manager’s brand team.
The setting decides which reps you can choose. Salesforce sharing still decides which of that rep’s records you can see and edit, because these screens respect sharing. If your visits are Private, a manager also needs the rep’s records through the role hierarchy or a sharing rule. See Security Model and Sharing.

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Use Manager Mode

Manager mode suits small teams and flat structures where each manager plans only for their direct reports.
  1. On each rep’s user record, set Manager to the rep’s manager, and then save.
  2. From the App Launcher, find and select FieldKo Configuration.
  3. Click Basic.
  4. In User Reporting Hierarchy, select Manager.
  5. Save your changes.
A regional manager who wants to plan for reps in their areas doesn’t see them in manager mode, because those reps report to area managers. Use role mode instead.

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Use Role Mode

Role mode suits multi-level teams, such as national, region, area, and rep, where senior managers plan or review for everyone below them.
  1. Build the role hierarchy, and assign a role to each manager and rep. See Set Up Roles.
  2. From the App Launcher, find and select FieldKo Configuration.
  3. Click Basic.
  4. In User Reporting Hierarchy, select Role.
  5. Save your changes.

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Use Public Group Mode

Public group mode suits teams that don’t follow the reporting line, such as shared territories or agencies working across several managers. It also changes which accounts sync to reps: each rep gets the accounts shared with their public groups, limited to the record types in Account Record Types for Visit Planning, instead of the accounts they own or are on the account team for. See Accounts in Scope.
  1. Create a public group for each team, and add the manager and the team’s reps. See Create and Edit Groups in Salesforce Help.
  2. Share each team’s accounts with its group, for example with an account sharing rule.
  3. From Setup, in the Quick Find box, enter Custom Settings, and then select Custom Settings.
  4. Next to User Hierarchy Base, click Manage.
  5. Edit the record named Hierarchy. If it doesn’t exist, click New, and enter Hierarchy in Name.
  6. In DependentOn, enter Public Group.
  7. Click Save.
  8. Ask reps to tap Sync and then run Reset Sync, so accounts that are no longer in their scope are removed from their devices. See Reset Your Offline Data.
If Public Group is listed in User Reporting Hierarchy on the FieldKo Configuration tab, you can select it there instead of following steps 3 to 7.
If the FieldKo Configuration tab doesn’t list Public Group, it shows Manager while public group mode is on. Saving the Basic section then switches the org back to manager mode, which changes every rep’s accounts at the next sync. After you save Basic, check the User Hierarchy Base custom setting and set it back to Public Group if needed.

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Call Plan Change Emails

FieldKo can email managers when visits are created, updated, or deleted for their reps. To turn this on, in the Email Notifications custom setting, edit the Manager Email Notifications record, and then select Send Create Notification, Send Update Notification, or Send Delete Notification. In role mode, the emails go to users with a FieldKo manager permission set in the role directly above the rep’s role. In the other modes, they go to the user in the rep’s Manager field.

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See Also

Last modified on October 20, 2026