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Give each type of FieldKo user the same combination of license, profile, permission sets, and role, so access stays predictable as your field team grows. This page recommends a starting setup for each persona. Adjust it to your company’s security policy.

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User Permissions Needed

The suggested permission set groups are groups you create. See Create a Permission Set Group for Reps. If your org assigns FieldKo package licenses per user, every persona that reads or writes FieldKo objects also needs a package license, including executives and integration users. See Licenses and What’s Included.

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Why Each Choice Matters in FieldKo

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Profiles Decide the Layouts Reps See in the App

In most orgs, profiles matter less than they used to. In FieldKo, they still matter: the FieldKo Atlas app shows the page layout assigned to each rep’s profile and record type, and the Metadata Collector collects layouts by profile. Give reps their own profile so you can change the app’s layouts without affecting office users. See Choose the Layout Reps See. Many app settings are hierarchy custom settings, so you can also set them per profile. For example, set Visit Actions Configuration on the FieldKo Merchandiser profile to hide Place Order for merchandisers. See Visit Actions.

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Permission Sets Decide Who Is a Rep or a Manager

FieldKo treats a user as a rep or a manager based on which FieldKo permission set they have, directly or through a permission set group. Give each user one or the other:
  • Reps appear in managers’ rep lists, and the CallCycleBatchscheduler job creates call cycles for them.
  • Managers can plan visits for their team and see the manager views of the Objectives and Call Planning tabs.
Give a manager the FieldKo Representative Permission Set as well only if they also complete their own visits in the app. They then appear in rep lists and get call cycles like a rep. See Profiles, Permission Sets, and Permission Set Groups.
Don’t give executives or integration users a FieldKo Representative permission set to grant them access. They would appear in managers’ rep lists, and the call cycle job would create call cycles for them. Use your own permission set with the object access they need instead.

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Roles Decide What Managers See in Salesforce

The FieldKo Manager Permission Set doesn’t grant access to every record. Managers see their reps’ visits, tasks, and orders through the role hierarchy or sharing rules. Put each manager’s role above their reps’ roles. See Roles and the Role Hierarchy.

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Set Up a New Persona

To set up a type of user, work through these pages in order:
  1. Choose the license. See Licenses and What’s Included.
  2. Create or clone the profile, and assign page layouts to it.
  3. Create the permission set group. See Profiles, Permission Sets, and Permission Set Groups.
  4. Add the role to your hierarchy. See Roles and the Role Hierarchy.
  5. Decide how managers find their reps. See Set Up Manager Visibility.
  6. Run the Metadata Collector so the app knows the new profile’s layouts. See Run the Metadata Collector.
To add one person, see Add a New Rep.

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See Also

Last modified on October 20, 2026