Gain real-time visibility into your field team's available location updates.
Field Tracking
Field Tracking & Sales Force Management System
Track Your Team. Verify Every Visit. Manage Every Kilometer.
Manage your field sales team in real time with an intelligent mobile-based field tracking solution. Monitor live team locations, plan routes, verify customer visits through GPS, track kilometers covered, manage field expenses, and measure sales activity—all from one centralized dashboard.
Empower managers with real-time visibility while helping field employees manage visits, expenses, attendance, and daily tasks efficiently.
Visit verified
38 m from customer · radius 150 m
38 m from customer · radius 150 m
Check-in not accepted
1.4 km outside permitted radius
1.4 km outside permitted radius
Fuel claim approved
₹1,240 · receipt attached
₹1,240 · receipt attached
Sample data
Today · Mumbai West sales team
Field activity overview
Visits done
38 / 52
GPS verified
35
Km covered
412 km
Claims pending
₹6,480
AR
KM
RV
MI
NK
6 on duty
- AR Ananya RaoTo Sharma Traders Moving
- KM Karthik MenonPatel Hardware · 24m At customer
- MI Meera IyerLast seen 11:12 No updates
16 capabilities
Key Features
01 Live Tracking
Live Field Team Tracking
- View the live locations of your field sales team on an interactive map, subject to location permissions and tracking availability.
- Monitor employees during authorized working hours.
- View the last recorded location and its timestamp when live updates are unavailable.
- Identify team members who are on the move, at a customer location, or have stopped reporting location updates.
- View field employee activity from a centralized management dashboard.
Live map · authorized hours 09:00 to 19:00
Mumbai West sales team
Today's visit
SampleSharma Traders
Plot 22, MIDC, Andheri East, Mumbai
Try the check-in rule
Move the employee closer to or further from the customer. The permitted radius here is 150 m.
80 m away
- Radius set per customer or role
- GPS accuracy shown with every check-in
- Notes, outcomes and photos where required
02 Visit Verification
GPS-Based Customer Visit Verification
- Allow employees to check in only when they reach the designated customer or visit location within a configurable GPS radius.
- Validate the employee's current location against the assigned customer address.
- Record check-in and check-out times, GPS coordinates, and visit duration.
- Prevent ordinary check-ins from being accepted when the employee is outside the permitted location radius.
- Capture visit notes, outcomes, and supporting photographs where required.
- Maintain a digital history of verified and exception-based visits.
Location-based check-in: Employees can mark a visit as started only when their device location meets the configured location requirements. GPS accuracy, connectivity, and approved exception workflows should be considered.
03 Visit Management
Total Visits & Visit Management
- Track total daily, weekly, and monthly customer visits.
- View completed, pending, missed, cancelled, and rescheduled visits.
- Maintain a complete customer-wise visit history.
- Record visit purpose, discussion summary, follow-up date, and next action.
- Compare planned visits against actual completed visits.
- Generate employee-wise and team-wise visit performance reports.
Visits · Mumbai West team
Visit summary
Completed
8
Pending
2
Missed
1
Cancelled
0
Rescheduled
1
Planned vs completed8 of 12 · 67%
Customer visit history · Patel Hardware
-
13 Oct · Product demoVerified
Discussed bulk pricing for 3 SKUs. Next: send quotation · follow up 16 Oct
-
2 Oct · Introductory meetingRescheduled once
Met purchase head. Requested catalogue and demo slot.
04 Routes
Route Planning & Live Route Map
- Display assigned customer visits on an interactive map.
- Plan daily routes based on customer locations and visit schedules.
- View available location updates and route history according to configured tracking settings.
- Help employees navigate between customer locations.
- Identify unnecessary travel and opportunities to optimize visit sequences.
- Compare planned routes with recorded travel data where supported.
Route plan · Tue 13 Oct
Rahul Verma · 5 customer visits
Planned distance
48.6 km
Recorded so far
21.3 km
Planned route shown with recorded GPS trail.
Planned route
Recorded GPS trail
Start: branch office
05 Travel Distance
Kilometer Tracking & Travel Distance
- Calculate estimated or recorded travel distance using available GPS location points and supported tracking methods.
- Track kilometers covered by each field employee over a selected period.
- Generate daily, weekly, and monthly travel summaries.
- Associate travel distance with visits, routes, or approved field assignments where supported.
- Support configurable travel reimbursement rules.
- Flag unusual distance records for managerial review.
Note: GPS-derived distance can differ from actual road distance because of signal accuracy, sampling frequency, and route conditions.
Travel summary · Week 42
Karthik Menon
Fri · 142 km is 2.5× this employee's usual daily distance. Sent to manager for review.
Reimbursement rule
Recorded
422 km
Under review
142 km
Claimable now
₹1,120
280 km × ₹4 per km, two-wheeler policy
Field attendance · Tue 13 Oct
Check-in window 09:00 to 09:30
| Employee | In / Out | Location | Hours | Review |
|---|---|---|---|---|
| Ananya Rao | 09:12 · 18:24 | Andheri branch zone | 9h 12m | OK |
| Karthik Menon | 09:41 · none | Field · Thane | 8h 05m | Missing check-out |
| Meera Iyer | 09:05 · 17:58 | 2.3 km outside zone | 8h 53m | Location exception |
| Rahul Verma | 08:58 · 18:10 | Powai branch zone | 9h 12m | OK |
| Neha Kapoor | 09:52 · 18:40 | Field · Pune tour | 8h 48m | Late check-in |
Present
24 / 26
Field hours today
212h
Visit-related time
61%
06 Attendance
Field Attendance & Working Hours
- Record field attendance through the mobile application.
- Configure attendance check-in and check-out rules according to company policy.
- Capture timestamps and location information where permitted.
- Track field working hours and visit-related time.
- Configure attendance zones or approved work locations if required.
- Flag missing check-outs, location exceptions, or attendance discrepancies for review.
07 Expenses
Field Expense Management
- Submit travel, fuel, meals, accommodation, parking, and other permitted field expenses.
- Upload bills, receipts, and supporting photographs through the mobile application.
- Associate expenses with a date, customer visit, trip, or field assignment.
- Apply company-defined expense categories, limits, and reimbursement policies.
- Route expense claims to managers for review, approval, rejection, or clarification.
- Track claim status, approved amounts, and reimbursement history.
- Export approved expense data for finance and payroll workflows where supported.
Approvals · Vikram Nair, Area Manager
Expense claims to review
Pending
3
Approved
14
Clarify / rejected
0
-
Fuel · ₹1,240Submitted
Rahul Verma · Visit: Patel Hardware · receipt.jpg · within limit
-
Meals · ₹680Over ₹500 daily limit
Neha Kapoor · Trip: Pune client tour · 2 bills
-
Parking · ₹120Submitted
Karthik Menon · Visit: Mehta Pharma · photo
October approved ₹48,250 · reimbursed ₹41,900
Export for payroll
Patel Hardware & Sanitary
Ghatkopar West, Mumbai
- Contact
- Jignesh Patel
- Assigned rep
- Rahul Verma
- Last visit
- 13 Oct · verified
- Next follow-up
- 16 Oct, 11:00
Deal stage · Quotation Q-1182, ₹2,40,000
Requirement: 40 units of CP fittings, delivery before Diwali.
Not visited in 30+ days
- Joshi DistributorsRep: Ananya Rao46 days
- Gupta ElectricalsRep: Karthik Menon38 days
- Desai PaintsRep: Neha Kapoor31 days
Schedule visits
08 Customers & Leads
Customer & Lead Management
- Maintain customer profiles, contact details, addresses, and assigned sales representatives.
- View customer location and previous visit history.
- Schedule appointments, assign leads, and plan follow-up activities.
- Record customer requirements, meeting notes, and sales opportunities.
- Update lead status, deal stage, order details, and next follow-up date.
- Help managers identify customers who have not been visited within the required period.
09 Assignments
Daily Tasks & Visit Assignments
- Assign customer visits, sales targets, follow-ups, and field tasks to employees.
- Set visit priorities, due dates, and expected outcomes.
- Allow employees to view their daily schedule from the mobile application.
- Record task completion with notes or supporting evidence.
- Notify employees about new assignments, changes, and upcoming visits.
- Track pending and overdue activities.
My day
Sample1 of 5 done · Tue 13 Oct
New assignment
TaskVisit Gupta Electricals · product demo
Priority
High
Due
14 Oct
Trial order or quotation request
Evidence on completionNotesPhoto
Rahul Verma is notified on assignment.
October target achievement
Western region sales
Orders
46
Leads generated
112
Meetings
184
Visit to order
18%
Target met
On track
Coaching opportunity
Target
10 Performance
Sales Performance & Target Tracking
- Configure individual and team sales targets.
- Track orders, leads generated, customer meetings, and conversion activity where integrated.
- Compare completed visits with sales outcomes.
- Monitor target achievement by employee, territory, or reporting period.
- Generate sales activity summaries and performance reports.
- Identify opportunities for coaching and better territory planning.
11 Geo-Fencing
Geo-Fencing & Location Rules
- Define approved customer locations, branches, territories, and other permitted geographic zones.
- Set configurable GPS radius requirements for customer check-ins.
- Flag check-in attempts outside the permitted area.
- Configure alerts for location exceptions where supported.
- Apply location policies according to employee roles and assignment requirements.
Location rules · Customer zone
Gupta Electricals, Kurla West
Check-in radius
Branch zone
KM
Attempt at 320 m
Policies by role
- Sales executiveCustomer radius · alert manager
- Service engineer500 m · photo required
- Area managerAssigned territory
- Visit notes · Joshi Distributors
Saved 11:48 · waiting to sync
- Check-in · Mehta Pharma
Saved 11:55 · waiting to sync
- Expense · ₹320 toll
Saved 12:02 · waiting to sync
Offline rules
- Original device timestamp kept on every record
- Last available location saved as evidence
- Offline check-ins go to manager review, not auto-approved
- Failed uploads stay visible until resolved
12 Offline Mode
Offline Mode & Automatic Synchronization
- Allow employees to save permitted visit details when network connectivity is unavailable.
- Synchronize stored records when the device reconnects.
- Display synchronization status and unresolved submission errors.
- Retain original timestamps and available location evidence for later review.
- Apply clear rules for offline check-ins so that delayed synchronization is not automatically treated as proof of real-time presence.
13 Reminders
Notifications & Automated Reminders
- Notify employees about assigned visits, appointment changes, and follow-up deadlines.
- Remind employees about incomplete visits, missing check-outs, or pending expense claims.
- Notify managers about selected attendance exceptions, missed visits, or approval requests.
- Configure notifications according to roles and company policies.
Notification centre
What each role receives
14 Reports
Manager Dashboard & Team Reports
- View field team locations, visit summaries, and activity status from a centralized dashboard.
- Review total visits, completed visits, kilometers covered, expenses, and working hours.
- Compare employee, team, territory, and period-based performance.
- Analyze planned versus completed visits and travel activity.
- Review exception reports for missed visits, invalid check-ins, or unusual travel records.
- Export authorized reports for management, operations, and finance.
October to date · Western region
Field operations report
Sample data
Total visits
412
Completed
356
86% of planned
Km covered
6,840
Expenses
₹1.84L
Working hours
2,912h
| Team | Planned | Done | Km | Km / visit |
|---|---|---|---|---|
| Mumbai West | 142 | 131 | 2,105 | 16.1 |
| Mumbai East | 118 | 99 | 1,780 | 18.0 |
| Thane | 86 | 68 | 1,640 | 24.1 |
| Pune | 66 | 58 | 1,315 | 22.7 |
Exceptions to review
- Missed visits14
- Invalid check-ins6
- Unusual travel3
15 Audit Trail
Approval Workflows & Audit Trail
- Configure approval workflows for expenses, attendance exceptions, and visit corrections.
- Maintain a history of submitted, approved, rejected, and modified records.
- Record the relevant user, timestamp, and action for key changes.
- Restrict access to sensitive employee and customer information through role-based permissions.
- Provide authorized managers with a consistent review process.
Record history · EXP-2041
Meals claim, Pune client tour
Workflow: Employee → Area manager → Finance
Submitted · ₹680
Neha Kapoor · 13 Oct, 10:12
Policy check: over ₹500 daily meal limit
System · 13 Oct, 10:12
Clarification requested
Vikram Nair · 13 Oct, 11:30
Amount modified to ₹500, note added
Neha Kapoor · 13 Oct, 12:05
Approved · ₹500
Vikram Nair · 13 Oct, 12:20
Visible to: claimant, reporting manager, finance team
Web admin · SettingsSample
User roles
Territories
Visit rules
Reports
Sales executive38 users
Area manager6 users
Finance3 users
Admin2 users
Hi Rahul
Checked in 08:58 · Powai
Visits
Attendance
Expenses
Customers
16 Mobile & Web
Mobile App & Web-Based Administration
- Give field employees a mobile application for visits, attendance, expenses, and customer updates.
- Provide managers with a web-based dashboard for tracking, assignments, approvals, and reporting.
- Support Android and/or iOS devices according to the available application.
- Configure user roles, territories, visit rules, and reporting permissions.
- Consolidate field activity records into one management platform.
Why COPS 360
Business Benefits
Verify customer visits using configurable GPS-based check-ins.
Monitor daily visits, routes, and kilometers covered.
Simplify field expense submissions and reimbursements.
Improve attendance and visit accountability.
Reduce manual reporting and spreadsheet-based tracking.
Improve customer follow-ups and sales territory planning.
Make better decisions with consolidated field activity reports.
Built for Transparent Field Operations
Configure location tracking, check-in rules, permissions, and data retention according to your business requirements. Clearly communicate location collection practices to employees and apply appropriate safeguards for customer and employee data.
Know Where Your Team Is. Know Where They’ve Been. Know What They’ve Achieved.