Next Steps — Day 2 and Beyond
You've set up your account, installed the app, and created your first records. Now learn how FlecBase connects your field team with your office — the CRM ↔ APP workflow loop.
Building Your Team
Invite your team, set roles, and get devices connected.
Inviting Staff Members
Staff members get full access to both the CRM and the mobile app. They can manage records, run reports, and administer the workspace. Use this for office administrators, managers, and team leads.
Inviting Field Users
Field Users are your boots on the ground — contractors, technicians, drivers, inspectors. They get app access only. They can capture data, take photos, complete prestarts, and sync — but they can't access the CRM.
Managing Your Team
The Team page in the CRM sidebar shows all members of your workspace. From here you can change roles, remove members, and see who has access.
The CRM ↔ APP Workflow Loop
How data flows between the office and the field — and back again.
Sending Records to the Field
When you create or update a record in the CRM, it's automatically available to your field team. They just need to pull-to-refresh in the app to see the latest data.
Records flow through the relationship tree. When a field worker opens an Organisation, they see all linked People, Assets, and work records underneath it. The tree structure keeps everything organised.
Capturing Data in the Field
Your field team captures data where the work happens — on-site, in the yard, on the road. Everything they enter syncs back to the CRM when they have a connection.
Field Data Returns to the CRM
Everything captured in the field syncs back to the CRM automatically. Office staff see the updates in real time once synced.
The CRM becomes your single source of truth. Field data, office data, photos, notes, compliance records — all in one place, all linked to the right entity.
Building Record Hierarchies
How to structure your data using relationships and nesting.
Understanding Entity Types
FlecBase has seven entity types. Each serves a specific purpose, and they link together to form a complete picture of your operations.
👤 People
Employees, contractors, customers, contacts. The humans in your system.
🏢 Organisations
Companies, clients, suppliers, branches. The businesses that own or operate things.
🔧 Assets
Vehicles, equipment, buildings, tools — anything physical that needs tracking, servicing, or inspecting.
📋 Orders
Work orders, service jobs, purchase orders. Trackable units of work with estimated and actual values.
📅 Events
Scheduled activities — site visits, meetings, training sessions, deliveries.
⚠️ Incidents
Safety incidents, damage reports, complaints. Tracked with severity, dates, and resolution status.
🔍 Inspections
Scheduled or ad-hoc inspections. Linked to assets or locations with pass/fail results.
Linking Records Together
Records gain power when linked. A standalone asset is just a name — an asset linked to an organisation, with people assigned, incidents reported, and inspections completed tells a complete operational story.
Typical hierarchy:
Real-World Workflows
End-to-end scenarios showing CRM → APP → CRM → Customer.
🚛 Scenario: Fleet Prestart & Service
🏢 Office sets up
Admin creates Organisation (the company), links People (drivers), creates Assets (vehicles), attaches prestart templates to each vehicle.
📱 Field worker's morning
Driver opens the FlecBase app, navigates to their assigned vehicle, completes the prestart checklist (tyres ✓, oil ✓, lights ✓, first aid kit ✓). If anything fails, they photograph the issue and add a note.
🖥️ Office reviews
Admin sees the prestart completion in the CRM. Failed items are flagged. Photos of damage are attached to the asset record. Admin creates an Order (service booking) linked to the asset, downloads a PDF report including images and notes, and emails it to the service provider.
🏠 Scenario: Property Inspection
🏢 Office
Creates an Inspection record linked to the property (Asset), assigns it to the inspector (Person), sets the inspection date.
📱 Field
Inspector opens the inspection in the app, captures GPS location, photographs each room/area, adds notes per finding, marks the result (Pass/Fail/Needs Work).
🖥️ Office
Reviews the inspection, generates a PDF report with all images and notes, sends it to the property owner. If issues are found, creates an Incident linked to the same property.
⚠️ Scenario: Incident Reporting & Resolution
📱 On-site
Worker discovers damage, safety hazard, or near-miss. Creates an Incident record in the app, captures photos, marks severity (Low/Medium/High/Critical), captures GPS location, adds notes describing what happened.
🖥️ Office
Incident appears in the CRM immediately. Manager reviews, links it to the relevant asset and person, investigates, and adds resolution notes.
📁 Closure
Manager marks the incident as resolved, generates a PDF for the compliance file. Under Australian WHS, incident records are retained for a minimum of 7 years automatically.
Customer-Facing Outputs
Turning field data into professional deliverables.
PDF Reports
Every record in FlecBase can generate a professional PDF report. Reports include the record's details, linked records, images, notes, and compliance history — ready to email to a client, file for compliance, or print.
Public Gallery / Catalogue
The Gallery turns FlecBase into a simple public catalogue. Set any record's Gallery Visibility to "Public" and it appears on a shareable web page — great for car dealerships, equipment hire, or property portfolios.
app.flecbase.com/gallery/your-workspace/crm/gallery is for your team — it shows the same images but with a "Go to Record" button and attached documents. Think of it as a visual index for field staff walking a yard of 200 vehicles, finding the right one, then tapping through to the full record.Tips for Success
Best practices from teams already using FlecBase.