Users and roles in Maintenance
Who can do what, who counts as a user, and custom roles.
Open Settings > Users to invite people and give each a role.
| Role | What they do |
|---|---|
| Admin | Everything: equipment, requests, plans, costs, reports, settings, users and the plan. |
| Maintenance manager | Runs maintenance: equipment, every request, assigning, plans, teams, checklists, costs and reports. Not users or the plan. |
| Technician | Works on their own and their teams' requests and the ones not given to anyone: stages, checklists, sign-off, time, parts, meter readings. |
| Requester | Reports faults and follows their own requests. Free - not counted as a user. |
| Viewer | Sees equipment, requests and reports. Changes nothing. |
The business owner is always an Admin.
Who counts as a user
Admins, managers, technicians and viewers count. Requesters, people using the request page or a QR label, and technicians without a sign-in on their private link never count. Invitations waiting count too.
If a business has more users than its plan covers (after a downgrade or when a paid plan ends), the owner, then Admins, then the people with a role the longest keep working; the others can look but not change anything. Nothing is deleted.
Custom roles (Professional)
Settings > Roles & permissions makes roles with exactly the rights you choose: reporting and working on requests, running maintenance, reports, the audit log and settings.
Audit log (Business)
Settings > Audit log shows who changed equipment, requests, plans, costs, users and settings, and when.