Office and managers
Glossary
Declan Byrne
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Last updated 10 Nov 2026
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3 min read
Terms used across FieldElite. The same definitions appear in the training manual.
| Term | Meaning |
|---|---|
| Activity log | Append-only audit trail of tenant record changes, with configurable retention. |
| Approval threshold | Expense amount above which a second approver is required. |
| Asset | A specific piece of equipment at a site, identified by an asset tag and serial number. |
| Assignment | A worker's scheduled time on a job. |
| Branch | A physical site or building belonging to a customer. |
| Case | An incident, near miss, hazard or supervisor-assistance record. |
| Checklist alert | An open action for a missing check, critical failure or overdue review. |
| Checklist gate | A rule that reminds, warns, blocks or requires review before work progresses. |
| Lifecycle checklist | A start/end of shift or start/end of visit check. |
| Checklist | A reusable list of steps and readings completed on a job. |
| Crew | A group of workers who are assigned work together. |
| Corrective action | A task that fixes or controls the cause of a case. |
| Work hold | A scoped stop on affected work; it survives case closure. |
| Customer | The company or individual who receives and pays for the work. |
| Defect | A fault found during work that is not fixed in the same visit. |
| Dispatch board | The screen that ranks workers for an unassigned job. |
| Dispatch queue | Maintenance occurrences that are due or coming due. |
| Document | A controlled file with numbered revisions and optional acknowledgement. |
| Evidence | Photos or files captured before, during or after work. |
| Expense approval | Office sign-off that turns a submitted claim into an approved expense. |
| Feature flag | A workspace-level switch that shows or hides a module. |
| First-time fix | Work completed on the first visit without a return. |
| OCR | Optical character recognition; reads merchant, date, totals and lines from a receipt. |
| Receipt extraction | Typed OCR output with per-field confidence for a receipt. |
| Two-person rule | Requirement for a second, different approver above the expense threshold. |
| RAMS | Risk Assessment Method Statement: task-specific hazards, controls and sign-off before work starts. |
| SPA | Safe Plan of Action: short daily briefing tied to the job RAMS. |
| Risk matrix | 5 × 5 likelihood × severity scoring: 1–6 low, 7–14 medium, 15–25 high. |
| Worker briefing | Per-person record of reading and understanding the RAMS, with name, signature, time and location. |
| Significant change | A change that pauses the job until the RAMS is amended and the crew is re-briefed. |
| Vehicle defect | A failed daily walk-around item that takes a vehicle out of service until evidence-backed resolution. |
| Form | A structured set of fields submitted for a job or customer. |
| Job | One piece of work at one customer site. |
| Location | A named area inside a branch, such as a plant room. |
| Near miss | An event that could have caused harm but did not. |
| Regulatory assessment | The recorded decision on whether a statutory report is required. |
| Visit / attendance | One worker's visit to a job; a return visit creates a new attendance. |
| Maintenance occurrence | One due instance of a recurring maintenance plan. |
| Maintenance plan | The recurring obligation that generates occurrences. |
| Meter | A usage meter used for usage-based billing. |
| Portal | The customer-facing website for jobs, quotes, invoices and statements. |
| PPM | Planned preventive maintenance. |
| Quote | A priced offer that a customer can accept or decline. |
| SLA | Service level agreement: response and resolution targets. |
| Tenant / workspace | One customer organisation's isolated FieldElite database and users. |
| VOID / credit note | A credit note reverses all or part of an invoice without editing history. |
| Write-off | Accepting that a debt will not be collected. |
Status vocabulary
| Status | Meaning |
|---|---|
| Draft | Not yet sent or issued |
| Sent | Delivered to the customer |
| Accepted | Customer agreed to the quote |
| Declined | Customer refused the quote |
| Issued | Invoice is legally raised |
| Partially paid | Some money received |
| Paid | Balance settled |
| Overdue | Past the due date with a balance |
| Complete | Job finished and signed off |
| On hold | Waiting for parts, access or approval |
| Cancelled | Work no longer required |
Related: Getting started in the office
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