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About Users and Teams

MaintainX has users (individual roles) and teams (groups of users). A user has permission to execute a specific set of actions based on their user type. For example, an Administrator’s role can edit a user or a team, and more. A Full User role can assign users to teams or assign work orders to users.

A team consists of users with similar roles or functions in a MaintainX organization. They work on assigned tasks, share information, and can be associated with specific locations, assets, or functions. Teams can also be a group of users with different functions who need the same information to complete their respective tasks.

customization

As an Administrator, you can request additional customized permissions for users in your organization based on your organization's needs. Contact your MaintainX representative for assistance.

What's a User?​

A user is an individual assigned a role type with a set of default permissions and can also have customized permissions, allowing them to interact with MaintainX for their specific tasks. MaintainX has the following role types:

  • Requester: A Requester submits maintenance work requests through the Request module in MaintainX. After submitting a request, the requester tracks its progress and communicates with the assigned maintenance staff. Typically, Requesters are non-technical personnel who identify problems that are assigned to maintenance teams to fix.

    For more information on work requests, see Work Requests.

  • Full User: A Full User is responsible for managing, executing, and tracking maintenance tasks and work orders. Unlike a Requester, who only submits issues, a Full User has greater control over some functions, including the ability to create, assign, and manage work orders. Full Users typically include maintenance managers, supervisors, and maintenance technicians who oversee and execute maintenance operations.

  • Administrator: An Administrator is a user with the highest level of access in MaintainX. They're responsible for configuring system settings, user roles, and organizational data. They have access to reporting and data export features. Typically, Administrators hold leadership or managerial roles in maintenance or operations. For example, a facility manager or an operations manager.

Users and Single Sign-On​

Single sign-on (SSO) is an authentication scheme that allows users to log into multiple software services using a single ID.

An Administrator, can set up SSO for an organization, and make it the default login method for the MaintainX web and mobile applications.

For more information about SSO, see About SSO for MaintainX.

What's a Team?​

A team is a group of users who share similar functions or responsibilities in an organization. Team members work mainly on work orders assigned to them, and communicate to ensure that information is shared among all members.

Escalation Teams in MaintainX​

Escalation teams are specific teams that receive automatic notifications for specific actions. More than one team can be assigned as an escalation team for any action. You can set them up when you create or edit a team and for the following actions:

availability

For the Premium plan, the only available action is Critical Parts.

For example, an escalation team gets notified by email when a completed work order with inspection checks is marked as a failure or a flag. This way, they can take the necessary steps to address the situation.

Learn More​

To learn more about teams and users in MaintainX, see our Video Library.