Edition: Professional, Business, Enterprise
User-level: All
Fieldbook is a legacy add-on, no longer available for new users.
How to Enable Fieldbook and Add Users
If you are an existing Fieldbook customer please email subscriptions@totalsynergy.com
How to Access and Log Into Fieldbook
Accessing Fieldbook
Fieldbook is a PWA (Progressive Web App), which means you'll use your device's regular internet browser, instead of a traditional mobile app.
On any device (Tablet, Mobile, PC) open your internet browser.
Access Fieldbook by going to https://fieldbook.totalsynergy.com
Log into Fieldbook using your existing Synergy log-in information.
Note: If it's your first time logging into the PWA version of Fieldbook, you'll need to allow Fieldbook access to your profile.
Saving to your Home Screen (Quick Access)
You can save the fieldbook website to your bookmarks as you would normally, or you can save the website to your device's home screen for quick access like an App.
Google Chrome
iOS/iPadOS - Not supported by Google.
Safari
iOS/iPadOS -
Open https://fieldbook.totalsynergy.com in Safari.
Click on the share button located at the center bottom of the screen.
Scroll to add to the home button at the bottom of the UI.
Click on add to the home button.
Click on add button.
Fieldbook and the Security Matrix
here are two security matrix options you will need to check for Fieldbook to work.
System administrators will need to access the security matrix from Side Navigation, click your organisation > Organisation Settings > Organisation > Security Matrix.
Timesheet (project)
'Manage timesheet for others' allows any user access level ticked, to submit a timesheet for anyone in their organisation.
You may want to turn this on for "Project Managers", where they are a Team Lead or responsible for others (ie Assistant Project Managers).
Projects
'Assign tasks to Fieldbook' will allow the selected user access levels to assign tasks to a staff member.
You may want to turn this on for "Project Managers", where they are a Team Lead or responsible for assigning work to others (ie Assistant Project Managers).
Cash expenses in Fieldbook
When you're out on a job, you probably have expenses you need to claim. Synergy Fieldbook helps you keep track of these expenses while you're on the go, saving you a lot of admin work at the end of a busy day on site.
To add a Cash expense to a task you're working on:
Open Synergy's Fieldbook app on your device, log in if required.
Select the task you're currently working on, this will take you to the task details.
Click on Cash expense
Here you can start by:
Add a receipt - you can find an image you previously took of your receipt, or access your phone's camera and take one at the time of adding your expense.
Expense type - this is defined by what's allowed to be added on the project and what has been set up in Standard project tasks (System Administrator will do this).
Rate - this is defined by what's allowed to be added on the project and what's been set up in Rates (System Administrator will do this).
The total cost of your expense.
A note, this can be used to furher explain your expense.
Once added, click the back arrow in the top left hand corner of the screen to save the details.
Now your expense will be saved against this task.
You can only add one Expense per save on a task. If you need to add another one, click the back arrow on the top left hand side of the task details page, confirm changes, then go back into the task to continue adding additional Expenses.
All of this information will now be added to our timesheet entry for this task, under the Cash section of the timesheet window.
Consumables in Fieldbook
In Synergy, "Consumables" are the different resources you consume while on the site. The list of Consumables is customisable when using Synergy.
To add consumables to a Task in Fieldbook:
Open Synergy's Fieldbook app on your device, log in if required.
Select the Task you're currently working on, this will take you to the Task details.
Click on "Consumables"
Enter each Consumable you used during your day
You can add multiple Consumables, but only one of each, per save of your task.
Click the back arrow in the left hand corner to save your changes.
Mileage in Fieldbook
Mileage is the travel expense incurred by an employee. In the Synergy Fieldbook app you can log travel expenses against tasks you have already been assigned to.
To log a mileage expense in Fieldbook:
Open Synergy's Fieldbook app on your device, log in if required.
Select the task you're currently working on, this will take you to the task details.
Click Mileage
Select the rate (Set up by System Administrator), ie. Per Diems - daily rate, or Road motorway toll.
Click on the 0, and change it to the figure required (ie. KM's travelled)
Click the back arrow in the top left hand corner to save this change.
Timers in Fieldbook
In the Synergy Fieldbook app there is a "timer" option to log your time against projects. This is a useful option if the stage billing type is hourly rates. This way you can manage and invoice out at exactly how many hours you have worked on the project for.
To start using the Timers:
Open Synergy's Fieldbook app on your device, log in if required.
Select the task you're currently working on, this will take you to the task details.
Click the play button to start the timer.
When you're finished for the day, or you need to take a short break - the play button will turn into a pause button. Click the pause button, and play again if you would like to continue.
To save the time once completed, exit using the back arrow in the top left hand corner and save your changes.
Switch organisations in Fieldbook
If you are user of more than one Organisation that has assigned you Fieldbook access, you can keep track of your tasks easily by switching between Organisations in the Synergy Fieldbook app.
When you tap on the menu in the header, you will see your Organisation name and the organisation logo used in Synergy displayed.
To change your organisation
Press the drop-down arrow next to your organisation name.
Choose the organisation you want to view.
Tap OK to confirm the switch.
When you change organisations, you will only see the data for the organisation you are logged into.
Note:
In order to see multiple Organisations, you will need to be using the same email address for every Organisation you are apart of. The Fieldbook app will only show you the Organisations linked to the email address you logged in with.
Missing rates in Fieldbook
If a rate has been made inactive, it will not show as a selection to choose when creating a timesheet (adding any expense types).
If you have previously added a rate to a timesheet in Fieldbook that is now inactive, it will not delete the expense against the project, it will just prevent you from using it again or in the future.
Why would a rate become inactive?
There could be a number of reasons, and it is best to ask the person responsible for setting up rates and/or your project (for example: Project Manager or System Administrator).
Some of the common reasons for this to happen are:
Making one rate inactive in lieu of a newer rate to be used moving forward.
The Organisation has made a change (ie. no longer covering meal costs).
Accidents happen! It's best to ask :)
Blue items in fieldbook
What are the blue items appearing in my Fieldbook?
The blue items are timesheet entries you have already submitted.
You will only see the first two entries followed by "and more".
If you have more than two entries, you will need to view the remainder in Synergy.
These blue items will appear across each area of the Fieldbook options (Mileage, Cash Expense, Consumables, Timers).
Selecting your team in Fieldbook
Synergy's Fieldbook is a great site tool for Team leaders as it will allow you to submit Timesheets for all the staff on site with you.
You will only see your direct reports and anyone who reports to them. You can search for your team members by either their name or role using the search bar but you will not be able to search for anyone outside of your team.
To add people to your team:
Open Synergy's Fieldbook app on your device, log in if required.
Select the task you're currently working on, this will take you to the task details.
Click on the line with the people icon (by default it will have your name listed).
Search the people you are looking for, to add to your team. Toggle the switch on the right hand side of their name.
You can remove them by toggling the switch again.
Now click the back arrow in the top left hand corner to save your changes.
When you go back to the Task details page, you will see the number of people you selected, added next to your name.
Any of your team members who you submitted timesheets for can see their timesheet entry across the Synergy platform.
When a team member is not originally assigned to the task, they can only see the submitted timesheet in Synergy. Synergy Fieldbook only shows tasks for a resource if that person was originally assigned to it.
Note:
Even though you may be adding expenses, mileage and consumables to your task with people added, only you will only be logging the time for the people you have added, they will not get a copy of the cash or mileage expenses.
Tasks in Fieldbook
The task list page is where you can see all tasks that are assigned to you.
There can be more than one task assigned to you.
Each task is displayed as a tile with their location pinned on the map, with the project and stage name, followed by task name (big and bold), as well as the Due date.
The Tasks will appear in order of their Due dates so you will always know what to prioritise.
Clicking on the task tile takes you to the task details page.
Tasks Details Page
The Task details page is where you can see all the relevant information about the task, and log any details about the work.
This has the added benefit of saving you time when you log your timesheets in Synergy, as all of the information about the work you did on this task will be prefilled (time, notes, expenses), which takes away any need to remember or get your notebook out, and removes the Admin work after a long day/week!
Below the task details, you have:
Existing time logged against this task.
This will keep a record of all work undertaken against this task and the timesheets logged.
Timer
Start a new timer when you start or continue working on this task.
You can pause the timer, and start it again; this can be used to factor in breaks or any disruption to the task on the day.
Start time selector
This will be added to your Timesheet's Time note, to detail what time you started.
Notes
Anything you need to add about this task, this will be included with the Start Time on your Timesheet's Time notes.
People
You can change add other staff members that are on site with you working on this same task (ie. your team). Anything you log for this task, will also be automatically applied to your team's timesheets.
Consumables
Log any consumables you used.
Mileage register
Log any mileage accumulated for your task, this will automatically be added to your timesheet under Travel.
Cash expenses
Log and upload receipts for anything you need to expense, this will be added with notes and the receipt upload to your timesheet under Cash.
Once you have filled everything here out, your timesheet will automatically be added to Synergy, which saves you time.
Searching for Tasks
By default, the task list will show you any task assigned to you that have a due date within the last 30 days, as well as any future tasks.
You can remove the limit of the date range, which by default is -/+90 days of due date for the task, by clicking the "Advanced Search" option near the Search box, then choosing "No limit".
Using the Search box, you can search by:
Project name
Project number
Phase name
Stage name
Task name
A combination of the above
Partial matches will be found (ie. Project number MEL01012023 will be found searching 2023, or MEL01)
It is recommended that you refine your search so that you don't reach the limit (names are often duplicated across many projects). The search results are limited to 20 results.
Tips and Notes!
If you do not see a task you know is assigned to you, check the Due date on the task in Synergy.
You can click on the Map to have it up on your mobile device's default map application (ie. Google Maps, Apple Maps).
You will only be able to find tasks that are on a Project and stage that allows for timesheet entries.