Offline use and syncing

Who this is for: field workers using the worker PWA or Android app.

What you will learn: how to work without signal and get everything back to the office safely.

Before you lose signal

1. Open the app while connected.
2. Let My jobs finish syncing.
3. Open each job you plan to attend so the checklist and documents are cached.
4. Check that the job shows as Downloaded or Available offline.

Tip: Do this the night before or at the depot, not at the gate of a basement plant room.

What works offline

Pending is not accepted. Work is queued locally until the server accepts it. The office does not see a queued expense as submitted, a queued safety record as completed, or a queued status change as applied.

What happens when you submit offline

Your work is stored on the phone with a sync status. It uploads when the connection returns.

1. Complete and submit the job.
2. The app marks it Pending sync.
3. When signal returns, the app uploads it.
4. The status changes to Synced only when the server accepts it.

Do not uninstall the app or clear its data while anything is pending.

Receipts and expenses

A receipt captured offline is saved on the device before the screen reports success. The photo uploads first, then OCR runs on the server. If you correct the form while still offline, that submission is queued too.

1. Capture the receipt.
2. Correct the pre-filled values and confirm every amber field.
3. Tap Save and submit.
4. The expense shows Pending sync.
5. When signal returns, the receipt uploads and the claim submits.

Do not sign out or clear app data while a receipt or expense is pending. If the connection drops after the server accepted the claim, the app checks the server state and keeps the accepted result rather than recording a second submission or showing a false failure.

Sync conflicts

A conflict happens when the office changes the same record while you are offline.

• The app keeps both versions.
• You may be asked to review the office's change.
• Do not overwrite without reading the office note.

If you are unsure, call the office before choosing.

Photos

Photos are the largest part of the sync. To avoid a failed upload:

• take fewer, better photos
• avoid very large bursts
• keep the app open on Wi-Fi at the end of the day
• check the upload queue before closing the app

If sync fails

1. Check the phone has signal or Wi-Fi.
2. Open the sync status screen.
3. Retry the sync.
4. If it still fails, note the job reference and call the office.
5. Do not reinstall the app.

Security

• Use a PIN or biometric lock on the phone.
• Do not lend the phone to a customer.
• Report a lost phone immediately so the device can be disabled.
• The app stores only the work you need, not the whole customer database.

Check your understanding

1. What should you do before working offline?
2. What does Pending sync mean?
3. What should you never do while work is pending?

Related: Getting started as a field worker · Troubleshooting