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 a person in your MaintainX organization with an account and an assigned role. Each role has a different set of permissions. MaintainX comes with default user roles. If your plan supports it, you can also create custom user roles.

Default User Roles

A default role is a pre-defined role in a MaintainX organization. An Administrator cannot customize roles, but a MaintainX representative can make some changes.

MaintainX has the following default roles:

• Requester: A Requester submits maintenance work requests through the Request module in MaintainX. After submitting a work 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 about 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.

Custom User Roles

A custom role is a role you can tailor to your organization's needs. Administrators can create, customize, and manage these custom roles by adding or removing permissions for MaintainX entities. This allows users to perform specific tasks related to their roles that might not be possible with a default role.

For more information about:

• How to create and manage users, see Create and Manage Users.
• User permissions, see User Roles and Permissions.
• Custom roles, see Custom Roles

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:

• Work Order Overdue (see Manage Work Orders Overdue Escalation Teams)
• Part Transfer Request (see Set up Escalation Teams for Part Requests)
• Procedure Failures and Flags
• Critical Parts (see Set Up Critical Parts Escalation Teams)

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.

For more information on how to set up an escalation team, see Create and Manage Teams.

Learn More

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