> ## Documentation Index
> Fetch the complete documentation index at: https://support.fieldko.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up Manager Visibility

> Choose whether managers see their direct reports, their role hierarchy, or their public groups in FieldKo's rep lists.

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.

## User Permissions Needed

| To do this | You need |
| - | - |
| Change **User Reporting Hierarchy** on the **FieldKo Configuration** tab | FieldKo Manager Permission Set |
| Edit the **User Hierarchy Base** custom setting | Customize Application |
| Set users' managers and roles | Manage Internal Users |

## 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](#call-plan-change-emails).

## How Each Option Picks a Manager's Team

| Option | Reps in a Manager's List | What to Maintain in Salesforce |
| - | - | - |
| **Manager** (the default after install) | Active users whose **Manager** field is the manager. Only direct reports appear, not the reps who report to them. | The **Manager** field on each rep's user record |
| **Role** | Active users in every role below the manager's role, at all levels | The role hierarchy and each user's **Role**. See [Roles and the Role Hierarchy](/platform/access/roles). |
| **Public Group** | Active users who are in any public group the manager belongs to, including members of groups nested in those groups. The **Visit Calendar** also offers **--All--** to show every rep at once. | Public groups for each team, and account sharing to those groups |

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.

<Note>
  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](/platform/access/security-model).
</Note>

## 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.

## 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](/platform/access/roles#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.

## 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](/admin/offline-data#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](https://help.salesforce.com/s/articleView?id=sf.user_groups_create.htm\&type=5) 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](/sync/reset-sync).

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.

<Warning>
  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.
</Warning>

## 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.

## See Also

* [Roles and the Role Hierarchy](/platform/access/roles)
* [Configuration Reference](/admin/configuration-reference#fieldko-configuration-tab)
* [Plan Visits in Salesforce](/managers/plan-visits)
* [Control What Syncs to the App](/admin/offline-data)


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