The field rep experience

This page describes what your field reps see. Share it with your team, or just read it so you know what to expect. Reps need nothing but the link: no app to install and no account to create.

Opening the link

The rep taps the Magic Link you sent. It opens as a normal web page in their phone browser. There is no sign in and no download. The page shows only the form you built, never your account or the rest of your sheet.

Picking a name

If the link covers several reps, the first screen says Select your name. The rep taps their name, or types in the Search your name box to filter a long list. If a name is not there, the list shows No match, and the rep should check they opened the right link.

If the link is set up for one person, this step is skipped and the rep goes straight to the fields.

Filling the fields

The rep fills the fields that came from your column headers. Following the worked example, they would see Cost and Price inputs. Fields you formatted as currency or dates show the matching input type. Computed columns such as a Total are never shown, because the sheet calculates those.

Adding a photo

If you asked for a photo, the rep attaches one from their camera or gallery. With one per submission they add a single photo; with one per field they add a photo for each field. If a required photo is missing, the form says Add the required photo and will not submit until it is added.

The confirm step

Before anything is sent, the rep sees a confirm screen: Submit your entry, along with the name they selected. The rep taps Confirm to send, or goes back to fix a value. This prevents accidental submissions and wrong-name mix-ups. After a successful submission the form shows Submitted.

One submission per link

Each rep can submit once per link. If they try again, the form says This name has already submitted on this link. This keeps one clean row per rep. If a rep genuinely needs to send again, you as the owner can allow it (see Managing your links: Allow resubmit), and their form reopens.

You share one link and each rep submits once. If the owner has revoked the link or it has expired, anyone who opens it sees Link Closed instead of the form.

Using it offline

The rep form works without a connection. A rep opens the link once while online, then can keep filling and submitting with no signal, for example deep inside a building or out in the field.

• When they submit offline, the form saves the entry on the device and shows Saved offline. Will submit when online.
• When the phone regains a connection, queued entries sync on their own. The form shows Submitting saved entries while it catches up.

The rep does not have to remember anything or press a special button. Everything they saved offline reaches you once they are back online. Once a queued entry syncs, it lands in your ledger just like an online submission, and you see it after refreshing.

If they see an error

• Too many requests. Try again in a moment: the form is protecting against overload; wait a few seconds and retry.
• Photo upload failed. Try again: the photo did not upload; retry, ideally with a connection.