Sales management · Sales expenses
Tell reps exactly what you track, when, and who sees it, before the app goes live.
A field tracking charter is a short signed document that states why you track reps' location, during which hours, who sees the data and when it is deleted. This page covers the purposes worth tracking for, what to promise reps, how to pilot, and when not to track at all.
Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.
In one paragraph
A field tracking charter is a short signed document that states why you track reps' location, during which hours, who sees the data and when it is deleted. This page covers the purposes worth tracking for, what to promise reps, how to pilot, and when not to track at all.
A water-purifier company in Chennai installs a field app that records location all day. Within a week a rep deletes it from the phone, because it also ran on Sunday and on the evening commute. The sales manager learns about the tracking from the rep's complaint, not from the owner. The rollout stops for a month.
The charter is two pages. The first lists the purposes you track for, such as planning the day's route, checking kilometre claims and proving a customer visit, and what you will never use the data for. The second gives the hours, the retention period, who can open the screen, and a line for the rep to sign.
The owner signs it, the sales manager explains it and the reps sign it before tracking starts. Your lawyer should read it, because data protection duties apply to location data and rules differ by state and change.
It sits beside the vehicle policy, whose logbook the tracking data confirms, and the expense claim workflow, which uses visit proof against claims.
Where this sits
Topic 8 of 14 in sales management: sales expenses. Policies and controls for the cost of selling.
- The topic before
- Compensation
- The topic after
- Quotas and targets
If you want this done for you
Stop your field reps losing the day to beat plans and the daily sales report.
The work
What this is actually like.
“Tracking all day invites trouble”
Limit tracking to working hours and to the days the rep is on duty. Location outside those hours is not your business, and it is where the complaints begin. Say so in the charter, set the app to match, and let the rep see the switch-off for themselves.
“Purpose creep ends trust”
Data collected for kilometre checks gets used to question a lunch stop, then a late start. Write down what you will not do with it. The list of refusals is what reps read first, so write it before the list of uses.
“Ask what you need to know first”
If your real worry is padded kilometres, a logbook and a monthly check on a sample may be enough. Tracking is worth its cost where routes are long, visits need proof, or safety matters. For a team of three on a local beat, it may not be.
“Pilot with volunteers and compare”
Run it with a small group for a few weeks and compare visits per day and kilometres before and during. If the pilot shows nothing you did not already know, you have saved the cost of a rollout, and the volunteers will tell the rest of the team it was fair.
What we do
What you end up with.
The documents this topic produces, what each one is for, and how you know it is finished.
The purpose statement
Three or four reasons you track, each in a sentence, and a list of uses that are ruled out. The owner writes it and the sales manager reads it aloud to the team.
Result: Finished when a rep can say in one breath why they are tracked and what it will not be used for.
The data rules table
Rows for tracking hours, how long records are kept, who can see live location, who can see history, and where it is stored. Each row has a named role, never a department.
Result: Finished when each row names one person who answers for it.
The disclosure and consent page
A single page a rep signs before the app is installed, repeating the purpose and the hours, with a line saying the rep may raise concerns with a named person. Keep signed copies with the personnel file.
Result: Finished when every tracked rep has a signed copy and no app is live without one.
The pilot report
Two columns, before and during: kilometres, visits per day, claims queried. Add a list of concerns raised and how each was answered. The owner decides whether to extend, change or stop.
Result: Finished when the decision is recorded with the reasons beside it.
Why us
Why owners pick GullySales over an agency.
Marketing and sales, as one job
Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.
The person on the first call does the work
No account managers in between. You are never handed to someone you have not met.
A baseline before anything starts
Your numbers are written down on day one, so every later report compares against something honest.
The fee in writing, split three ways
Our time, your media spend and production on separate lines. You always see what goes to us.
No guarantees we cannot keep
The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.
One office, and we say so
Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.
#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.
Your brief
Tell us what you need, and we will read it before we call.
Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.
FAQ
Questions owners ask before they call.
Not here? More answers, or ask on WhatsApp.
Can we track reps without telling them?
What do we do if a rep refuses to be tracked?
Is tracking worth it for a small team?
How long should we keep location history?
How much does it cost?
How long is the contract?
Who will actually do the work?
What do you need from us?
What if we are not happy with the work?
Where to go next
The work that carries this topic further.
The rest of sales expenses
Or read all of sales management.
Your next practical step
Tell us what you are trying to grow, and we will read it before we call.
Eight short steps, mostly taps. Skip anything you would rather answer on the call.