User Roles and Permissions

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

This article explains the different user roles, and outlines role permissions in MaintainX.

Default User Roles

A MaintainX organization has the following default user roles. For details about what the different user roles can and can’t do, see User Permissions Quick Reference.

• Requester: Requester accounts are designed for users to let the organization know about work that needs to be done.

  • Requester users can create work requests, and view and comment on requests they create.
  • Requester accounts are free. Your Administrators can create as many as your organization needs.

• Full User: Full User accounts are for maintenance teams, and other people in your organization who do and manage work.

  • Full users can create and manage work orders, and other entities such as assets and locations.
  • A Full User account requires a paid license. For details, see the MaintainX pricing page.

• Administrator: Administrator accounts are for the people who manage and administer your organization.

  • The user who creates the organization is an administrator by default.
  • Administrators have all of the privileges of Full Users, plus access to features such as reporting, team and user management, data export, and organization settings.
  • An Administrator account requires a paid license. For details, see the MaintainX pricing page.

note

When you buy a paid license of MaintainX, it can be configured as a Full User account or an Administrator account. While the two accounts have different permissions, the per-license cost is the same.

Custom Roles

availability

Custom Roles are available on Enterprise plans only. For more information, contact your MaintainX representative.

A custom role is a role you can tailor to your organization's needs. The default permissions for a custom role are based on the Full User role. Custom roles allow Administrators to manage permissions for specific positions, like site technicians or maintenance managers, who might need more permissions than the default Full User role provides. For more information, see Custom Roles.

Learn More

• Adding new users, see Invite a User to a MaintainX Organization.
• Managing existing users, see Manage Teammates.

Understanding Permissions in MaintainX

As a MaintainX user, you have different levels of permissions. Below is a breakdown of the different levels of permissions and how they can impact a user.

Role Permissions

Default Role Permissions

When a user joins an organization, they’re assigned a role that can be a default role like a Full User or Requester role. These roles come with a default set of permissions that define what they can do and see in MaintainX. For more information, see User Permissions Quick Reference.

Custom Role Permissions

When a user joins an organization, they're assigned a role that can be a custom role. Custom role permissions allow Administrators to add or remove permissions for a user in their organization. Custom roles provide the flexibility to tailor permissions for users in an organization for specific entities. For a breakdown of permissions Administrators can customize, see Create a Custom Role.

Team Permissions

A user can also be added to a team. A team can have a specific set of permissions, set by a MaintainX representative that enable its members to handle specific tasks for an organization. Only a MaintainX representative can customize these team permissions.

Team permissions supersede any role permissions the user has, such as those from a default role or custom role. However, any custom user permissions that MaintainX adds for the user will supersede team permissions and role permissions.

For example, if the user is assigned a role without the permission to edit work orders, but is part of a team with custom permissions set to “Edit Any Work Order,” the user can edit any work order in the organization.

User Permissions

A user is a member of one of your MaintainX organizations. A MaintainX representative can set custom permissions for a user. Those custom permissions supersede the user's role permissions and any team-level custom permissions.

For example, a user has the default role of Full User, but you want them to be able to create custom reports in the Reporting module. You can request that your MaintainX representative add the custom permission, "Custom Report Create," to that user's permissions.

User Permissions Quick Reference

The following table lists default user permissions in MaintainX for some frequently used features.

customization

Administrators can request additional customized permissions for users in an organization. Contact your MaintainX representative for assistance.

• Work Requests
• Work Orders
• Procedures
• Assets
• Locations
• Teams and Users
• Messaging
• Reporting
• Hourly Rates
• Subscriptions

		Requester	Full User	Administrator	Notes
Work Requests
	Create
	View	*			*Requesters can only view work requests that they create.
	Edit	*			*Requesters can only edit work requests that they create.
	Approve/decline
	Delete
Work Orders
	Create
	Assign
	View
	Edit
	Complete
	Delete		*		*Full Users can only delete work orders that they create.
Procedures
	Create
	Create with AI
	Edit
	Share to the Procedure Hub
	Delete		*		*Full Users can only delete procedures that they create.
Assets
	Create
	View
	Edit
	Delete		*		*Full Users can only delete assets that they create.
Locations
	Create
	View
	Edit
	Delete		*		*Full Users can only delete locations that they create.
Teams and Users
	Create		*		Full users can invite new Requesters and Full Users. They cannot invite new Administrators. Administrators can invite new users of any type.
	View
	Edit			*	Administrators can change the user type for other users. E.g., promote a Requester user to a Full User.
Messaging
	Direct Messages
	Comments	*			*Requester users can comment on requests that they create.
Reporting
	View Reports
	Create Custom Dashboards
Hourly Rates
	Set/Edit
	Change Visibility
Subscription
	View
	Change

Custom Role Permissions Quick Reference

The following table lists user permissions that you can configure for different MaintainX entities when you create custom roles:

Entity	Permission	Description
Work Orders	Create Work Orders	Ability to create work orders.
	Edit Work Orders	Ability to edit work orders. Select one of the following: Only those they created: The user can only edit work orders they created. Any Work Order: The user can edit any work order in the organization.
	Delete Work Orders	Ability to delete work orders. Select one of the following: Only those they created: The user can only delete work orders they created. Any Work Order: The user can delete any work order in the organization.
	Cancel/Skip Work Orders	Ability to cancel or skip work orders. Select one of the following: Only those they created: The user can only cancel or skip work orders in a chain they created. Any Work Order: The user can cancel or skip any work order in a chain. For more information, see Skip and Cancel Work Orders
	Fill Procedure	Ability to fill in procedure fields in a work order. Select one of the following: Only those they created: The user can only fill procedure fields in work orders they created. Any Work Order: The user can fill in procedure fields in any work order.
	Change status of Work Orders	Ability to change the status of work orders. Select one of the following: Only those they created: The user can only change the status of work orders they created. Any Work Order: The user can change the status of any work order in the organization.
Requests	Create Requests	Ability to create work requests.
	Approve Requests	Ability to approve work requests. The user can approve any work request in the organization.
	Delete Requests	Ability to delete work requests. The user can delete any work request in the organization.
Assets	Create Assets	Ability to create assets.
	Edit Assets	Ability to edit assets. Select one of the following: Only those they created: The user can only edit assets they created. Any Asset: The user can edit any asset in the organization.
	Delete Assets	Ability to delete assets. Select one of the following: Only those they created: The user can only delete assets they created. Any Asset: The user can delete any asset in the organization.
	Change status on Assets	Ability to change the status on assets. For more information, see Asset Status.
Locations	Create Locations	Ability to create locations.
	Edit Locations	Ability to edit locations. Select one of the following: Only those they created: The user can only edit locations they created. Any Work Order: The user can edit any location in the organization.
	Delete Locations	Ability to delete locations. Select one of the following: Only those they created: The user can only delete locations they created. Any Work Order: The user can delete any location in the organization.
Meters	Create Meters	Ability to create meters.
	Edit Meters	Ability to edit meters. Select one of the following: Only those they created: The user can only edit meters they created. Any Work Order: The user can edit any meter in the organization.
	Delete Meters	Ability to delete meters. Select one of the following: Only those they created: The user can only delete the meters they created. Any Work Order: The user can delete any meter in the organization.
Parts	Create Parts	Ability to create parts.
	Edit Parts	Ability to edit parts. Select one of the following: Only those they created: The user can only edit parts they created. Any Work Order: The user can edit any part in the organization.
	Delete Parts	Ability to delete parts. Select one of the following: Only those they created: The user can only delete parts they created. Any Work Order: The user can delete any part in the organization.
Procedures	Create Procedures	Ability to create procedures.
	Edit Procedures	Ability to edit procedures. Select one of the following: Only those they created: The user can only edit procedures they created. Any Work Order: The user can edit any procedure in the organization.
	Delete Procedures	Ability to delete procedures. Select one of the following: Only those they created: The user can only delete procedures they created. Any Work Order: The user can delete any procedure in the organization.
Purchase Orders	Create Purchase Orders	Ability to create purchase orders.
	Approve Purchase Orders	Ability to approve purchase orders. The user can approve any purchase orders in the organization.
	Edit Purchase Orders	Ability to edit purchase orders. The user can edit any purchase orders in the organization.
	Delete Purchase Orders	Ability to delete purchase orders. The user can delete any purchase orders in the organization.
	Complete Purchase Orders	Ability to complete purchase orders. The user can complete any purchase orders in the organization.
	Fulfill Purchase Orders	Ability to fulfill purchase orders. The user can fulfill any purchase orders in the organization.
Work Order Templates	Create Work Order Templates	Ability to create work order templates.
	Edit Work Order Templates	Ability to edit work order templates.
	Delete Work Order Templates	Ability to delete work order templates.
Categories	Create Categories	Ability to create categories.
	Edit Categories	Ability to edit categories. Select one of the following: Only those they created: The user can only edit categories they created. Any Work Order: The user can edit any category in the organization.
	Delete Categories	Ability to delete categories. Select one of the following: Only those they created: The user can only delete categories they created. Any Work Order: The user can delete any category in the organization.
Vendors	Create Vendors	Ability to create vendors.
	Edit Vendors	Ability to edit vendors. Select one of the following: Only those they created: The user can only edit vendors they created. Any Work Order: The user can edit any vendor in the organization.
	Delete Vendors	Ability to delete vendors. Select one of the following: Only those they created: The user can only delete vendors they created. Any Work Order: The user can delete any vendor in the organization.
Organization	Invite users	Ability to invite users. For more information, see Invite a User in a MaintainX Organization.
	Remove users	Ability to remove users in a MaintainX organization. For more information, see Remove User from Organization.
	Manage billing	Ability to manage the paid subscription of the MaintainX organization.
	Reporting View	Ability to access the Reporting module.