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.
Invite your team, set roles, and get devices connected.
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.
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.
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.
How data flows between the office and the field — and back again.
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.
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.
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.
How to structure your data using relationships and nesting.
FlecBase has seven entity types. Each serves a specific purpose, and they link together to form a complete picture of your operations.
Employees, contractors, customers, contacts. The humans in your system.
Companies, clients, suppliers, branches. The businesses that own or operate things.
Vehicles, equipment, buildings, tools — anything physical that needs tracking, servicing, or inspecting.
Work orders, service jobs, purchase orders. Trackable units of work with estimated and actual values.
Scheduled activities — site visits, meetings, training sessions, deliveries.
Safety incidents, damage reports, complaints. Tracked with severity, dates, and resolution status.
Scheduled or ad-hoc inspections. Linked to assets or locations with pass/fail results.
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:
End-to-end scenarios showing CRM → APP → CRM → Customer.
Admin creates Organisation (the company), links People (drivers), creates Assets (vehicles), attaches prestart templates to each vehicle.
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.
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.
Creates an Inspection record linked to the property (Asset), assigns it to the inspector (Person), sets the inspection date.
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).
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.
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.
Incident appears in the CRM immediately. Manager reviews, links it to the relevant asset and person, investigates, and adds resolution notes.
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.
Turning field data into professional deliverables.
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.
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.Best practices from teams already using FlecBase.