Tutorial: Set up your organization

Tier: Basic, Standard, Aggregator

This tutorial will teach you how to set up and manage your organization's FieldDoc organization by:

• Creating your organization

• Create additional workspaces

• Assigning different roles to organization staff and external collaborators

• Set up your portfolio folder structure

In this tutorial, you are the first user to create an account at a non-profit organization, Westmarch Conservation Society. This organization uses FieldDoc to track work across three distinct regional programs.

Westmarch Conservation Society has the following staff, collaborators, and structure:

• Executive Director: You - Elanor Fairbairn

• Two Managers:

  • Rowan Underhill

  • Perry Tooker

• Three Programs:

  • Silverlode Watershed Restoration Program

  • Longbottom Meadow Conservation Initiative

  • Greenway Forest and Stream Resilience Program

• Two Technical Service Provders:

  • Elanor Greenbank, Greyhaven Geospatial Services

  • Sam Groundwell, White Tree Environmental Consulting

You're going to:

• Create a FieldDoc Organization Standard Account

• Workspaces for each Program to manage work

• Assign Staff and Collaborators to the respective workspaces

• Prepare a portfolio file structure.

Before you begin

Make sure you are using your professional email address. If your organization already exists in FieldDoc, this process may be slightly different.

Create your user account

First, you will create your user account. As the first user to enter the FieldDoc system, you will be invited to create a new organization and you will be listed as the owner of this organization. Only owners can access billing.

To create your account:

1. Open fielddoc.com/register

2. Fill in the provided fields with your first Elanor and last name: Fairbain, professional email address [e-mail] , and a secure password.

3. Click Create Account.

4. Open your email inbox to retrieve the six-digit verification code. Enter it into the provided box.

5. The system will confirm your verification.

Create your organization

1. During the same registration flow, the system invites you to join an existing organization or create a new organization.

2. Type in your official organization name, Westmarch Conservation Society.

3. Click Continue.

4. All organizations start with free, Basic Subscription.

Upgrade to Standard

Westmarch Conservation Society must upgrade to Standard to create multiple workspaces, add an expanded group of users, access the available models, and integrate their records with third-party systems.

1. Elanor Fairbain has an owner level account. Only owners can upgrade accounts from basic.

2. In the bottom left hand corner, select the three elipses next to your name.

3. Choose Organization from the pop up menu. All of the Organization settings appear in the main view.

4. Scroll down to Billing.

5. Choose the Standard Plan and preferred billing cycle (Monthly or Annual). Click Upgrade.

6. Enter in your payment information. Click Start trial.

Create Workspaces for your Programs

By default, each organization has one workspace. Organizations on the Standard Plan can configure up to three separate workspaces.

Workspaces are independent containers for records; they are not nested within one another. Organizations commonly use multiple workspaces to separate distinct programs, teams, or geographic areas.

1. To add additional workspaces to your account, contact [e-mail]. In the body of the email, include your organization name and the names you would like to assign to your workspaces.

Invite Staff to your Organization

FieldDoc users join the organization that directly employs them. Contractors and consultants join their own “home” organization, then receive access to client workspaces as collaborators. Staff can self-onboard and join your organization, as long as your emails have the same domain. Alternatively, you can invite your staff to your organization.

1. In the bottom left hand corner, select the three elipses next to your name.

2. Choose Organization from the pop up menu. All of the Organization settings appear in the main view.

3. Scroll to Members. Click the button to + Invite member.

4. Enter the email address of your staff.

5. Select the accessibility level that they need: Read Only or Admin.

User levels explained:

Read only: When they accept the invitation, the user will have read-only access to this organization’s data and settings.

Admin: When they accept the invitation, the user will have full access to create, modify, and delete this organization’s data and settings. They will also have permission to create, modify, or delete any type of record within this organization.

Owner: Same level of permissions as Admin, but can access billing information. If you want to upgrade an additional user to Owner, reach out to [e-mail] for assistance.

1. When you hit Send invitation we'll deliver a message to their inbox with a private link to create a FieldDoc account.

2. The user will click on the link and the system will invite them to choose a password.

3. Once in the system, the new user can click the ellipses in the bottom left hand corner to update their account settings with their real name.

Assign Staff and Collaborators to Workspaces

By default, all organization members are assigned to the original workspace. Workspaces are independent containers for records; they are not nested within one another. You can invite members of your staff and external collaborators to any of your workspaces.

1. In the upper right hand corner click the expand button and switch to the workspace that you want to add users to.

2. Once that workspace is active, select workspace settings.

3. Click the button + Invite member.

4. Enter the user's email address and select their access level: Read-only or Admin.

5. The user will receive an email inviting them to the workspace.

6. After following the email prompts, the user will be able to switch between workspaces when logged into their FieldDoc account.

Set up your portfolio structure

An Activity record represents a single, trackable conservation or restoration action and captures what is planned or completed, where it occurs, and its expected outcomes.

Within a Workspace, organize Activity records into folders to group related work by program, project, location, grant, or another structure that supports collaboration and reporting.

Basic. Users in a Basic Organization create Activity records within Pacts. Each Activity remains linked to the Pact where it was created and is also added to the organization’s Portfolio.

When Activities are added to the Portfolio, they appear as unorganized records. You can create folders and move Activities into them to keep your records organized.

Standard. Users in a Standard Organization are encouraged to organize Activity records in folders within each Workspace’s Portfolio.

Activities created within a Pact are also added to the Portfolio as unorganized records. After creating an Activity in a Pact, move it into the appropriate folder in your Workspace. Alternatively, create records in your portfolio and link them to your pact.

1. Open the Activities tab.

2. Click 📁 New Folder. This creates a folder in which you can organize activity records.

3. Within the folder on the main viewer, click the Activities tab.

4. You can add a sub-folder by clicking New Folder. This folder will be nested within your original folder.

5. When you are ready to create activity records, click + Create activity within the final folder.

6. Add in your activity record data. Repeat.