What Lilypad is for
Lilypad gives field teams a mobile workspace for the work assigned to them. From a project, crew members can review the customer and site, understand the scope, check documents and tasks, communicate with the team, capture field evidence, complete safety records, and update job progress.
Use Lilypad as the field-facing extension of the project record. Keeping field activity attached to the correct project gives office and operations teams a shared, current source of truth.
Set up access before field work
Before sending a crew member into the field, confirm that they can sign in on their mobile device and that their Powerlily role gives them access to the projects and tools they need.
- Assign the team member to the appropriate branch, workflow, or crew.
- Add them to the project or scheduled work where required.
- Confirm they can open the project, documents, tasks, and Site Safety tools.
- Check that their device has permission to use the camera and upload files.
Role-aware access helps each person see relevant work without exposing information they do not need.
Find assigned work
Start with the schedule or assigned-work view to find the day’s jobs. Open the correct appointment or project before recording activity. The schedule connects the field visit to the customer, location, scope, documents, tasks, equipment, history, and site record.
Before travelling, verify the address, appointment time, contact details, job type, and any instructions left by the office.
Review the project context
Open the project and review the information needed to complete the visit safely and accurately:
- Customer and site address
- Quoted or approved scope
- Equipment and system details
- Project notes and prior activity
- Plans, agreements, permits, and other documents
- Open tasks, comments, and special instructions
If something does not match conditions on site, record the discrepancy and contact the office before making a material change.
Work through tasks and documents
Use project tasks to keep field steps visible and accountable. Review the task description, due date, assignee, and comments before starting. Add a clear update when work is blocked, needs follow-up, or is ready for the next person.
Open project documents from the same record so you are working from the current version. Avoid storing the only copy of an important photo or document on a personal device.
Coordinate with the team
Use project comments and messages for job-specific communication. Include enough detail for someone who is not on site to understand the situation. When reporting an issue, identify the location, describe what you observed, attach supporting photos, and state what decision or follow-up is needed.
Keeping the conversation on the project preserves context for dispatch, design, sales, installation, and service teams.
Update job status from the field
Keep the scheduled visit’s status current so the office can coordinate the day. Available statuses can include Tentative, Confirmed, Dispatched, En Route, On Site, Paused, Completed, Weather Postponed, and Cancelled.
- Use En Route when travelling to the site.
- Use On Site when work begins.
- Use Paused when work has stopped temporarily and add the reason.
- Use Completed only after required field records have been added.
- Use Weather Postponed or Cancelled with a clear note when applicable.
Your organization may use only part of this status set or may have its own operating rules.
Complete Site Safety forms
Open the project’s Site Safety area and complete the required forms for the visit. Record hazards, controls, inspections, acknowledgements, and sign-offs as required by your company’s process.
Finish safety documentation while details are fresh. Do not mark the visit complete until required forms and signatures have been captured.
Capture field photos
Use structured photo capture for the appropriate stage of work, such as survey, installation, or post-installation. Take a new photo with the device camera or choose an existing image when your workflow permits it.
- Select the correct category for each image.
- Follow any required-photo checklist.
- Add a note when the image needs explanation.
- Capture enough context to show location and scale.
- Check that the image is clear before leaving the site.
Photos added through the project remain part of its document history and are easier for office teams to find later.
Work with weak connectivity
Lilypad supports offline-first field collection where available, but you should not assume every project action can be completed without a connection. Before entering a low-coverage area, open the project and any documents you will need.
Capture field information as your workflow allows, then reconnect and verify that photos, forms, notes, and updates have synchronized successfully. Keep the app open long enough for pending uploads to finish.
Keep records on the correct project
Before adding a note, file, form, or status update, confirm the customer name and site address at the top of the project. This simple check prevents field evidence from being attached to the wrong job.
Use specific notes and meaningful file descriptions. A future teammate should be able to understand what happened without contacting the person who originally recorded it.
Troubleshooting
I cannot see an assigned project
Confirm that you are signed in to the correct account and that the project or schedule item is assigned to you or your crew. Ask an administrator to check your role, branch, workflow, and project access.
A photo or form has not appeared
Check your connection, reopen the project, and allow pending uploads to finish. Verify that the item was saved to the correct project. If it still does not appear, record what is missing and contact your administrator before deleting any local copy.
I cannot change the job status
Your role or the project workflow may restrict status changes. Confirm the expected process with your operations administrator.
Field completion checklist
- The schedule status reflects the current job state.
- Required tasks are updated.
- Site Safety forms and sign-offs are complete.
- Required photos are categorized and uploaded.
- Exceptions, blockers, and follow-up work are documented.
- Uploads and updates have synchronized before you leave or close the job.
Related guides
- Scheduling Crews and Managing Installations
- Site Safety Forms and Field Documentation
- Conversations, SMS, and Team Collaboration
- Team Members
- Powerlily Quick Start
