Abstract illustration representing TeamPoint mobile working, with connected routes, job updates and information flowing between operatives on site and the office.

Working on site with the TeamPoint mobile app

20.09.26inPlatform Capabilities

Written by

Rosie Cottell

HOME/KNOWLEDGE CENTRE/working-on-site-with-the-teampoint-mobile-app

Platform Capabilities20.09.26

Working on site with the TeamPoint mobile app

A practical look at how the TeamPoint mobile app supports engineers and operatives on site, from accessing job information and completing forms to capturing evidence, updating assets and flagging further work. It also shows how information recorded on site feeds back into the wider TeamPoint job record, giving managers better visibility, consistency and information for follow-up, compliance, reporting and invoicing.

The TeamPoint mobile app gives engineers and operatives access to the jobs they have been assigned. It sends them the information they need to carry out that work on site. It is where they can view job details, record what happens, complete forms, add photos and other evidence, and update the job as the work progresses.

Working successfully with a mobile app means making sure the person carrying out the job has the right information before they arrive, can record what happens while they are on site, and can send that information back to the office without relying on paper, memory or a phone call later.

The basics are much the same in most businesses: the person attending the job needs to know where they are going, what they are there to do and what information has already been recorded. They also need a reliable way to update the job as work progresses.

Beyond that, requirements vary considerably. A drainage engineer may need to review previous attendances, add photographs and flag further work. An HVAC contractor may need to complete RAMS and obtain a customer signature, while a building maintenance business may place more emphasis on assets, materials or stock. The mobile app can support these different requirements within the workflow set up for that company.

Once a job has been dispatched, the information sent from the office is available on the operative’s phone or tablet. As the visit progresses, they can add notes, evidence, forms, materials, statuses and other updates, with much of that information becoming visible to the office as the job progresses.

Engineer using the TeamPoint mobile app to view scheduled jobs, travel and daily work on site.

Mobile working

In TeamPoint the information recorded through the app also becomes part of the wider job record. It can feed into worksheets, job history, compliance records, invoicing and other parts of the working process, so the details captured on site can be used further down the line without having to be entered again.

TeamPoint is easy to access on any phone or tablet

TeamPoint’s mobile app is accessed through the browser, so there is no separate app to download from the Apple App Store or Google Play. It can be used on phones and tablets, giving businesses flexibility over how they equip their operatives. Some TeamPoint customers provide dedicated work phones, while others prefer staff to use their own devices.

The mobile app is designed to be straightforward to use on site. Rather than giving an operative access to the full office system, what they can see and do is based on their TeamPoint permissions and the work they need to carry out. These permissions can be managed by the business and changed quickly when required.

The app then guides the operative through the job. The information they need is presented as they work, with prompts for the details, checks or evidence that need to be completed at each stage. Depending on the workflow, that might include completing a form, answering required questions, taking photographs, recording materials or obtaining a signature. This helps make sure important information is captured while the operative is still on site rather than having to be remembered or chased afterwards.

One concern we often hear from new customers is whether their operatives will take to a new system, particularly where people have worked from paper worksheets, phone calls and handwritten notes for many years. Training and onboarding are important, but the app itself is intended to make the change manageable. In our experience, even people who describe themselves as not tech-savvy usually become comfortable with it quickly once they can see that it is saving them time and providing evidence that they have done their job thoroughly.

You can also read more about scheduling and planning work in TeamPoint, including reactive, recurring and batch scheduling in our article 'From planning to dispatch. Scheduling in TeamPoint'.

Many operatives carrying out service and reactive work for large organisations are already used to working this way. They may already use a customer's portal or app to complete forms, upload evidence and close down work before leaving site. For them, using TeamPoint is often less of a move to digital working and more about having their own company's jobs and information managed in the same way.

Once the app becomes part of the normal working day, several separate tasks start to come together. Job details are already available, forms and checks are in the same place, photographs and signatures remain with the job, and there is less need to carry paperwork or ring the office for information that has already been provided.

The app is also designed to cope with poor or intermittent signal. If an update cannot be sent straight away, TeamPoint keeps trying automatically at regular intervals until a connection is available and the information can be passed back to the office.

TeamPoint mobile app shown on two smartphones, with a mobile homepage and a building maintenance job screen, illustrating how engineers can access job information and manage work on site.

Job Details

Once a job has been dispatched, the operative can open it and see the practical information they need for that particular visit. That can include customer and site details, the address, contact information, the work requested, access instructions, notes, documents and information about equipment or assets at the site.

For managers, the value is consistency. Customer-specific instructions can sit with the job rather than being passed on informally or held in somebody’s inbox. One site may only need a note about parking, while another may require the engineer to report to a duty manager, use a particular entrance or access code, sign into the customer’s own portal or follow a specific procedure before work begins.

Relevant RAMS, method statements, PDFs and other documents can be made available with the work as well. That gives the operative one place to refer back to what is required and reduces the risk of important information being missed, forgotten or chased up after they have already arrived on site.

TeamPoint mobile job details screen showing customer reference, job number, site, estimated duration, site-specific instructions and the More Details menu.

Site Details

Keep site knowledge with the job

For businesses carrying out repeat maintenance, service contracts or reactive work, information from previous visits can be really useful. Where permissions allow, operatives can review earlier jobs and attendances, including notes, forms, photographs, statuses and who previously attended. That context can help the engineer arrive with a much clearer picture of the site and the work already carried out. If a fault has been investigated before, a part was replaced or a return visit was expected, they do not have to start from scratch.
Clicking the print button opens the worksheet which shows before and after photos, risk assessment, operatives report etc

It also means useful site knowledge is not dependent on one person remembering a conversation or knowing where to find an old worksheet. Practical notes such as where to park, which entrance to use or where a plant room is located can stay with the site record for future visits. Private notes can also be kept for the office where information should not be shown to the customer.

TeamPoint mobile attendance history screen showing previous site visits, engineer names, job numbers and summaries of work completed.

Visit History

Mobile users can also search sites directly, rather than only seeing the work scheduled for that day. From the site record, they can access relevant customer, address and contact information, together with attendance history and equipment details where their permissions allow. That continuity is also an important part of the wider customer relationship.

TeamPoint can be configured so the mobile process reflects the type of work being carried out, rather than every job following the same sequence.

For some jobs, that may begin with a risk assessment. A business can decide which jobs require one, which assessment applies and what needs to be recorded. That might include the work being undertaken, people who could be at risk, hazards, control measures, PPE, COSHH requirements and additional notes. The operative can complete and sign the assessment on the device before moving on.

The same principle applies to service forms and other mobile forms. TeamPoint customers can create their own forms around the information they need to collect, rather than relying on a fixed set. Forms can include questions, free-text areas, checkboxes, numerical fields, dates, date and time fields, photographs, documents, signatures, selection fields, additional forms and barcodes.Where a configured form includes a barcode field, the operative can scan the barcode using the mobile device as part of completing that form.

Specific questions or photographs can be made mandatory, and forms can include pass/fail responses and conditional content. They can also be linked to particular job types or tags, so the operative is shown the right checks and evidence for the work they are carrying out.

For example, in a building maintenance business, different jobs may need very different mobile processes. A routine planned maintenance visit might require a short checklist, photographs and a customer signature. A reactive repair could need a fault description, before-and-after photographs, materials used and details of any further work. An asset inspection might ask the engineer to update condition, service dates and equipment information before the job can be completed. TeamPoint can be configured so each of those jobs presents the checks, forms and evidence appropriate to that work, helping the business record different types of maintenance consistently without forcing them through the same process.

Jobs, risk assessments, service forms and surveys can also be saved part-way through and resumed later. If the operative is interrupted or needs to return to something, they do not have to start again. Information that has already reached the device remains available if connectivity is lost, allowing the work to continue until the signal returns.

Build a clear and lasting record of every job

The value of having a good record of what happened on site is hard to overstate. The challenge is making sure that record is captured consistently and accurately while the work is being carried out, rather than having to piece it together afterwards.

Using TeamPoint, the operative can build that record as they work. Alongside a written description of what was found and completed, they can take photographs directly with the device camera or select existing images from the gallery. These might show the condition before work starts, a defect that has been found, an asset, progress during the work or the finished result. Video can also be added where it gives a clearer record.

TeamPoint service report showing before-and-after job photos captured on site, with the operative name, capture time and photographic evidence recorded as part of the completed work.

Photo Evidence

Photographs are date and time stamped, and where particular evidence is important, a photograph can be made mandatory as part of a form. This means that key stages of the work can be documented as part of the process rather than left to memory.

For example, a commercial cleaning company carrying out external window cleaning on an office building could require the team leader to record the condition of the glazing before work starts and again once the clean has been completed. If the team is using a water-fed pole or reach-and-wash system, the photographs could show the external glazing, frames and sills before cleaning, areas with heavier staining or traffic film, and the finished result after the purified-water clean. The business then has a clear record of the condition before work, when the visit took place and the standard achieved afterwards. The completed worksheet and supporting evidence can then be checked by the office and sent on to the customer soon after the work has been carried out.

For jobs involving several attendances, TeamPoint can group photographs by individual site visit. Each attendance records when it took place and who attended, with the relevant photographs kept alongside it. This makes it easier to follow what changed from one visit to the next and to distinguish the original condition from later work. TeamPoint also manages photographs that cannot be uploaded straight away. Images are placed into an upload queue and sent individually in the background. The operative can see which have uploaded, which are still waiting and whether any are being retried. If the job is submitted before every image has reached TeamPoint, the remaining photographs stay queued until they can be transferred successfully.

The result is a stronger evidence trail around each job, covering what was found, what was done, who attended and the photographs or video that support it. For the office, that means less chasing for missing information and a clearer record to use for customer queries, compliance, further work and invoicing.

TeamPoint customers can record materials, stock and expenses as the job happens

The work carried out on site often creates information that the office will need later for invoicing, stock control and understanding the true cost of the job. One option is for engineers to record that information directly through the TeamPoint mobile app as the work is carried out. Not every TeamPoint customer uses this part of the app, but for some businesses it can be very useful.

Operatives can add the products and materials used on a job, together with any items supplied or sold to the customer and additional costs such as parking, congestion charges or consumables. That means those details are already attached to the job when it is reviewed for invoicing, rather than somebody having to reconstruct them afterwards.

Where a business manages stock through TeamPoint, the mobile app can also be used to keep stock records up to date. Depending on permissions and how the business operates, an engineer can see stock levels, record items taken from van stock, request additional materials, replenish stock or transfer items between locations.

This is particularly useful for businesses whose engineers carry valuable or frequently used parts in their vehicles. If an engineer fits a pump, valve or replacement component, recording it against the job at the time helps keep both the job costing and the van stock record accurate, while also showing the office what may need replacing.

Expenses can be recorded from mobile as well. That might include parking or other costs incurred while carrying out the work, together with any other expense types the business has chosen to manage through TeamPoint.

Taken together, this gives the business a much fuller record of what the job actually used and supplied — not just the engineer’s time, but the materials, stock, products and additional costs involved.

Flag further work and next actions from site

A visit may uncover new information that needs to be followed up, such as the need for a return visit, a replacement part, specialist equipment, another engineer or a quotation before the work can continue. Through the TeamPoint mobile app, the operative can capture those requirements and set the appropriate status, so the office can see very quickly and clearly what has happened and what needs attention next.

For example, a drainage engineer may clear an immediate blockage but find that a damaged section of pipe needs replacing. They can record the issue, add photographs and notes, and flag that further work is required rather than closing the job as though everything has been resolved and letting the office or line manager know later. Depending on their permissions, they may also be able to create a new job, survey, task, recall or quotation there and then.

Next actions

You can read more about how TeamPoint handles quotations and sales in our dedicated platform capability guide. 'From quote to ivoice- How TeamPoint keeps the commercial process connected'.

Surveys can also be completed through the mobile app. The operative can answer the configured questions, add photographs and descriptions, complete additional forms, add notes and set the appropriate status. Customer authorisation can be included where required, and users with the right access can create a new survey if something else needs assessing.

The mobile app can also be used to create a new quotation while the person is on site. This can be useful where an engineer or supervisor identifies additional work and wants to capture the opportunity while the details are still in front of them. Full quotation management remains in the main TeamPoint application, where quotations can be developed, edited and sent to the customer. If somebody needs access to that fuller functionality while away from the office, the main TeamPoint application can also be accessed from a tablet.

Tasks can be created from mobile as well, giving the operative a straightforward way to record anything else that needs attention and keep the next action connected to the job.

Keep equipment and asset records up to date

Not every TeamPoint customer chooses to manage assets in this way, but for businesses that do, the mobile app can be a really useful way of keeping equipment information current on the job.

The operative can access the asset register for the site they are attending and see the equipment already recorded there. Where their permissions allow, they can add new assets, assign services, attach photographs and update information such as condition and service dates. This is particularly useful for maintenance businesses looking after the same equipment over a long period. A boiler, pump, air-conditioning unit or other piece of plant may be visited many times over several years, so having an up-to-date asset record gives the next engineer a clearer picture of what is on site and what has happened to it previously.

It also means the asset record can be updated as work takes place, rather than relying on somebody in the office to add or amend the information later.

See job progress across the whole team in real time

As operatives move through their work, TeamPoint gives the office a live view of how jobs are progressing across the day. Jobs on the scheduling calendar change colour as they move through different stages towards completion, so planners and office staff can quickly see what is happening across the whole team rather than working from the original plan alone.

Those updates are driven by activity from the mobile app. When an operative starts travelling, begins the job or completes the work, the relevant status changes are sent back to TeamPoint. Forms, photographs and other job information can also become available while the operative is still on site, giving the office a much clearer picture of how the day is actually unfolding.For example, a facilities management team may have several engineers carrying out planned maintenance while also dealing with reactive jobs. If an urgent call comes in, the planner can see which engineers are still travelling, which are already working on site and which jobs have been completed. While devices are online, location information can add another layer to that picture by helping show who is already working nearby.

The operative can also launch directions from the job when travelling to site, keeping the address and journey connected with the work they have been sent to carry out.

The activity captured through the app also creates an accurate record of when travel began, when work started and when the job was completed. Because TeamPoint holds both planned and actual information, the business can later compare estimated job durations and Google Maps travel estimates with what really happened during the day. Over time, that can help show where particular types of work regularly take longer than expected or where travel is having a greater effect on the schedule than planned.

If a dispatched job is rescheduled, the updated details are picked up by the mobile app when it is connected. Businesses can also configure additional notifications, including SMS alerts, where they want to draw extra attention to a scheduling change.

Complete the visit with customer authorisation where required

Where customer authorisation forms part of the workflow, the operative can show the customer what was requested, what was completed and any further work identified before asking them to sign digitally.

The customer’s name and job title can be recorded, and the operative’s own signature can also be added where appropriate. An optional rating and comment can be collected at the same time and kept with that particular attendance.

Once submitted, the authorisation becomes part of the wider job record alongside the work completed, photographs, forms and other evidence captured during the visit.

TeamPoint customer authorisation screen showing digital customer and operative signatures, customer name and job title, an optional five-star rating, comment field and submit authorisation button.

Digital Authorisation

Support the whole working day.

Not everything needed during the day sits within a single job. TeamPoint mobile can also support the wider day-to-day work that keeps engineers and operatives moving, informed and properly recorded.

Valid training certificates can be accessed from the mobile app, including attached certificate files. That gives someone on site a straightforward way to show evidence of qualifications or competence when a customer or site contact asks for it.

Holiday and other leave requests can also be submitted from mobile, with dates and reasons sent through for approval. Once approved, the absence feeds into the wider TeamPoint calendars and schedules, so availability stays visible to both the individual and the office.

Timesheets can be completed in the mobile app as well. Travel, job and other working time can be recorded through the day, reviewed and amended where needed, then submitted for checking and authorisation. That creates a clearer record for payroll, reporting and understanding how time has actually been spent.

Vehicle checks can form part of the same mobile workflow where a business chooses to use them. Checks can be linked to the vehicle record and scheduled at the frequency required, giving the person responsible for that vehicle a clear way to complete and record them.

Important vehicle dates, including MOT, service and insurance information, can also be made visible through the app where relevant. The wider management of those dates may still sit with the office, but the information can remain accessible to the people using the vehicle day to day.

Expenses and stock activity can be handled from mobile too, which means the app can support far more than the individual jobs on the schedule. It becomes part of the wider working day rather than just somewhere to open and close attendances.

Give each mobile user the access they actually need

Different people using the mobile app do not all need to see or do the same things. TeamPoint permissions can be set around the person’s role, so each user sees the information and actions that are relevant to the work they are responsible for.

For someone carrying out assigned jobs, that might mean keeping the app focused on the job details, forms, photographs, materials and other information needed to complete the visit. A supervisor may need broader access, such as creating jobs or surveys, creating quotations, creating tasks, rescheduling work or dealing with further works and recalls.

Permissions

Keeping access role-specific also helps the app remain straightforward to use when someone is concentrating on doing their actual job at the same time. Rather than presenting every possible function to every user, TeamPoint can keep the mobile view focused on what that person needs there and then.

The same approach can be applied to site history, stock, equipment and other information. Businesses can give people the access they need to work effectively while keeping the wider setup appropriate to their responsibilities.

Some functions are designed to remain in the main TeamPoint application, including more involved office tasks such as creating invoices, taking payments and managing the full quotation process. The mobile app is there to support the work being carried out away from the office, while the wider platform handles the broader administrative and commercial processes around it.

Keep your team connected- from start to finish

The real value of the TeamPoint mobile app is not any one individual function. It is the way the information surrounding a job stays connected as the work moves from the office, to site, and back again.

The operative starts with the information already known about the customer, the site and any previous work. As the visit progresses, the details created on site — forms, photographs, notes, materials, timings, asset updates, further-work requirements and, where relevant, customer authorisation — become part of the same job record rather than being held separately or passed back later.

That means the next stage can begin with a much clearer picture of what actually happened. The office can already have the information it needs to arrange further work, check compliance, prepare an invoice, review performance or support the next attendance, without having to reconstruct the visit from phone calls, paper or separate messages.

Different businesses will naturally use the app in different ways. A drainage contractor may depend heavily on reactive updates, photographs and further-work information. A building maintenance company may make greater use of asset history, service forms and stock. Another business may place more emphasis on compliance evidence, vehicle checks or customer sign-off. TeamPoint can be configured around those differences rather than expecting every company to work in the same way.

Ultimately, the mobile app is there to help the person carrying out the work have the right information at the right time, make it straightforward to capture what happens on site, and make that information useful to the rest of the business afterwards.

The TeamPoint mobile app helps connect the operative, office and customer from the start of the job, creating a cloud-based record that stays with the work for as long as it is useful.

Support Hub

Frequently asked questions about the TeamPoint mobile app.

Answers to common questions about using the TeamPoint mobile app on site, including offline working, job information, forms, photos, signatures, timesheets, certificates, stock and more.

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Yes. Information that has already been sent to the device remains available if the operative loses signal, so they can continue working on jobs, forms, surveys and risk assessments. When a connection becomes available again, TeamPoint continues sending the information back to the office.

No. The TeamPoint mobile app is accessed through a web browser, so there is no separate app to download. It can be used on phones and tablets, whether the business provides the device or allows staff to use their own.

Yes. TeamPoint can be configured so different jobs present the forms, checks and evidence required for that type of work. Operatives can complete risk assessments, service forms and other configured forms, including mandatory questions, photographs, signatures, pass/fail responses and barcode fields where these form part of the workflow.

Yes. Operatives can take photographs directly with the device camera, select existing images from the gallery and add video where required. Photographs are date and time stamped, and customer authorisation and digital signatures can also be captured as part of the job.

Yes, where their permissions allow. Operatives can review previous jobs and attendances, including notes, forms, photographs, statuses and who previously attended. They can also search sites directly and access relevant customer, contact, attendance and equipment information.

Yes. Depending on how the business uses TeamPoint and the permissions given to the user, engineers can record products and materials used on a job, update van stock, request or transfer stock and record expenses incurred while carrying out the work.

Yes, where their permissions allow. Operatives can flag further work, create jobs, surveys, tasks or recalls and create a new quotation while they are on site. The fuller quotation process, including developing and sending the quotation to the customer, is managed through the main TeamPoint application.

Yes. Updates from the mobile app feed back into TeamPoint as the job progresses. Planners and office staff can see jobs changing status on the scheduling calendar, while forms, photographs and other information can become available before the operative has finished the visit.

Working on site with the TeamPoint mobile app

Working on site with the TeamPoint mobile app

TeamPoint is easy to access on any phone or tablet

Keep site knowledge with the job

Build a clear and lasting record of every job

TeamPoint customers can record materials, stock and expenses as the job happens

Flag further work and next actions from site

Keep equipment and asset records up to date

See job progress across the whole team in real time

Complete the visit with customer authorisation where required

Support the whole working day.

Give each mobile user the access they actually need

Keep your team connected- from start to finish

Frequently asked questions about the TeamPoint mobile app.

Still have questions?

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