The Guest User Role
| Platform: | AvailableWebAvailableMobile |
|---|---|
| Plan Type: | Not availableBasicNot availableEssentialAvailablePremiumAvailableEnterprise |
| User Type: | Not availableRequesterNot availableFull UserAvailableAdministrator |
The Guest user role is a limited-scope role that service teams (see MaintainX® for Service) can use to give customer contacts access to their MaintainX organizations. A Guest seat gives a customer contact their own MaintainX user account, so they can log into your organization and track work without contacting your team directly.
For example, a Guest user can:
- Submit and track service requests without calling your team.
- View their assets' service history and insights.
- View upcoming scheduled and preventive work.
- Interact with service quotes.
Guests can only see information for locations they're assigned to within the customer they belong to in your organization. They can't see data from other locations, other customers in your organization, or your organization's internal records. For a detailed list of Guest permissions, see Guest Seat Permissions.
Requirements
The Customers module must be enabled before you can add Guest seats. For more information, see About Customers.
Adding Guest Seats to Your Organization
The Guest user role isn't available in standard plans by default. The MaintainX for Service add-on, available for Premium and Enterprise plans, includes two Guest seats. You purchase additional Guest seats on a per seat, per year basis. For pricing information, contact your MaintainX representative.
Invite a Guest
After you add Guest seats, you can invite Guest users by adding them as contacts in the Customers module and configuring their guest access.
From the Customers module:
-
Edit the customer that you want to add the Guest user for (see Edit a Customer).
-
In the Edit Customer form, go to the Contacts section.
-
Do one of the following:
- Select (edit) to edit the contact you want to invite.
- Add a new contact.
-
In the Edit Contact or Add Customer Contacts options, toggle the Customer Seat Access option on.
-
Assign the contact to one or more of the customer's locations.
MaintainX sends the contact an email invitation to create their account.
How Guest Users Accept Invitations
When a Guest user gets an invitation from your organization, they can accept it and log in using their email address.
A Guest user's email address can only be associated with one customer. If the same contact works across multiple customers, they need a separate account for each.
Guest Seat Permissions
Guests have a restricted view of MaintainX. They can only see information for the specific locations they're assigned to within the customer they belong to. They can't see data from other locations, other customers in your organization, or your organization's internal records.
There are also several MaintainX modules Guests can't access at all:
- Messaging
- Teams and users
- Parts
- Purchase orders
- Customers (i.e., Guests cannot access your organization's Customers module)
- Procedure and work order template libraries
- Categories
- Automations
The following sections describe Guest permissions by MaintainX entity.
Quotes
Requires the Quotes module.
| Permission | Guest Seat | Notes |
|---|---|---|
| View | Yes | |
| Create | No | |
| Edit | No | |
| Delete | No | |
| Approve or Reject | Yes | |
| View Comments | No | |
| Create Comments | No | |
| Share Comments | No | |
| Share Quotes Externally | No |
Work Orders
| Permission | Guest Seat | Notes |
|---|---|---|
| View | Yes* | *Only for their assigned locations |
| Create | No | |
| Edit | No | |
| Delete | No | |
| Complete | Yes* | *Only for their assigned locations |
| View and Add Comments | Yes* | *Only for their assigned locations |
| Use Time and Cost Features | No |
Requests
| Permission | Guest Seat | Notes |
|---|---|---|
| View | Yes* | *Only for their assigned locations |
| Create | Yes* | *Only for their assigned locations |
| Edit | Yes* | *Only requests they create |
| Delete | Yes* | *Only requests they create |
| Approve | No |
Assets
| Permission | Guest Seat | Notes |
|---|---|---|
| View | Yes* | *Only for assets at their assigned locations |
| Create | No | |
| View History | Yes* | *Only for assets at their assigned locations |
| Edit | No | |
| Delete | No | |
| Change Status | No |
Locations
| Permission | Guest Seat | Notes |
|---|---|---|
| View | Yes* | *Only their assigned locations |
| Create | No | |
| Edit | No | |
| Delete | No |
Reporting
| Permission | Guest Seat | Notes |
|---|---|---|
| View | Yes* | *Only data from their assigned locations |
| Create | No | |
| Edit | No | |
| Delete | No |
Other
| Feature | Guest Seat | Notes |
|---|---|---|
| Workstation Mode | No | |
| MaintainX Assist | No |