Sections in this article:
- Adding Users to Work Order & Asset Management
- Basic User Information
- User Levels: Admins, sub-admins, users, portal users
- 1. Admin Abilities
- 2. Sub-admin Abilities
- 3. User Abilities
- 4. Portal Users/Outside Users
- 5. External Vendors
All Admins within Work Order Management have the ability to add, delete, and manage their users and permissions under Settings > Basic > Users.
- However, if an Admin gives a Sub-Admin permission rights to manage users, they will also see the Settings > Basic > Users tab in their left side menu bar and will have the ability to manage other Sub-Admins or users (not Admins).
Viewing & Managing Users in Work Order & Asset Management
To manage or add users go to Settings > Basic > Users.
On the User page, you can see your list of current users and what they have access to under their user permissions as well as add a new user.
Basic User Information
When you add a new user or click to edit an existing user, you will see the following fields where you can mark them as Active or not, their name, email address...
User Levels
In Work Order & Asset Management there are 4 different types of users.
- There is also an External Vendor user type that you can add under Settings > Basic > External Vendors- read more at the bottom of this article.
Ability to Perform Work, Departments, & Service Categories
When a user has been given the ability to perform work under their user permission (A.), it's critical that an admin also make sure the users and sub-admins also have access to the right departments, service categories, and locations, under their user permissions (B.) in order for them to be assigned & view the right work orders.
- If you are a bundled client, using both the Event Scheduler and Work Order Management modules, the Admin user permissions are separated per module. For example, you can have a user that is a Sub-Admin in one module and an Administrator in the other.
A.
B.
1. Admin Abilities
- Assigning Work Orders: Admins who have the ability to perform work (under their user permissions) can assign a work order to either an individual user, department, or external vendor as long as the work order isn't automatically assigned to a user/department/vendor when it's submitted. They can also reassign work orders if needed. Assigned work orders = approved work orders.
- Rejecting Work Orders: For any submitted work order request that is not yet assigned to a user/department/vendor, admins have the ability to "Reject" the work order as well and give a reason that will be sent back to the requester.
- Completing Work Order: The work orders that an admin can see on their dashboard will be one that an admin with access to the same service category, department, and location on the work order as under their user permissions. If the work order is assigned to them, they will see it in their "My Assigned Work Orders". If the work order is assigned to a department and service category that they have access to, they will see it in their "My Department Work Orders".
- Access to Settings: All admins will have access to all the settings in the organization's account including adding and managing locations, users, service categories, departments, spaces, equipment and more.
- Admins also have extra grids on their dashboards, see below.
2. Sub-Admin Abilities
- Has the Ability to Perform Work: If this user has the ability to perform work enabled then they will be able to update the status of a work order after they have performed the work.
- Access to service categories: If this user has the ability to perform work, they will be able to see and update the status of any work order that has a service category that the user has access to under their user permissions.
- Access to departments: If this user has the ability to perform work and your organization's eSPACE account also has a department(s), then this user will also be able to "Accept" any work order in their "My Department Work Orders" grid and update the status after they complete the work.
- Access to location: If this user has the ability to perform work, they will be able to see and update the status of any work order that is assigned to a location that matches the locations that the user has access to under their user permissions.
- Permission Summary: A sub-admin needs access to the same service category, department, and location on the work order as under their user permissions in order to see the work order on their dashboard and update the work order status.
- They can also submit work order requests work, run reports, and view work orders on the calendar.
The Sub-Admin will only be granted the permissions that you select, based on the locations(s) you assign.
- Manage Locations - If enabled, the Sub-Admin will have Settings>Basic>Locations on their Sidebar of dashboard (like Admin) and have the ability to manage (add, delete, edit) locations.
- Manage Users - If enabled, the Sub-Admin will have Settings>Basic>Users on their Sidebar of dashboard (like Admin) and have the ability to manage (add, delete, edit) users.
- Manage Equipment - If enabled, the Sub-Admin will have Settings>Basic>Equipment on their Sidebar of dashboard (like Admin) and have the ability to manage (add, delete, edit and export) equipment.
- Manage Inventory - If enabled, the Sub-Admin will have Settings>Advanced>Inventory on their Sidebar of dashboard (like Admin) and have the ability to manage (add, delete, edit) inventory item types, inventory items, and edit/adjust the inventory.
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Manage Work Orders - If enabled, the Sub-Admin will have the "New Work Orders" and "All Work Orders in Progress" grids on their dashboard (like Admin) and will be able to assign the work orders to the appropriate person (internal user, department, or external vendor).
- Admins can also decide to restrict which work orders a sub-admin can manage by enabling "
- For bundled customers only, a sub-admin with access to manage work order will also see the "All Event Work Orders" grid.
- Can Close Work Orders - If enabled, the Sub-Admin will see the "All Completed Work to be Reviewed" grid on their dashboard and will be able to print, view, not accept or update the staus of a work order to "Closed", just like an Admin.
For our bundled clients using the Event Scheduler, this new Sub-Admin permission is separated from the Event Scheduler Sub-Admin permissions. If you grant Sub-Admin privileges in the Work Order Management module, it will not affect their permissions in the Event Scheduler.
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Can Manage PM - When this permission is granted, the Sub-Admin is able to access, add and manage all Maintenance PM's.
- When this permission is selected, you can also select the following permission, " to restrict the Sub-Admin to only manage PM's based on their assigned Service Categories.
3. Basic User Abilities
- Has the Ability to Perform Work: If this user has the ability to perform work enabled then they will be able to update the status of a work order after they have performed the work.
- Access to service categories: If this user has the ability to perform work, they will be able to see and update the status of any work order that has a service category that the user has access to under their user permissions.
- Access to departments: If this user has the ability to perform work and your organization's eSPACE account also has a department(s), then this user will also be able to "Accept" any work order in their "My Department Work Orders" grid and update the status after they complete the work.
- Access to location: If this user has the ability to perform work, they will be able to see and update the status of any work order that is assigned to a location that matches the locations that the user has access to under their user permissions.
- Permission Summary: A user needs access to the same service category, department, and location on the work order as under their user permissions in order to see the work order on their dashboard and update the work order status.
- They can also submit work order requests work, run reports, and view work orders on the calendar.
4. Portal Users/Outside Users
These users have the ability to create work orders only and add conversations within, based on permissions given (ex: Security Guard, etc.) without having full access to the Work Order Management dashboard.
- If you are a bundled client, all internal users that have access to the Event Scheduler module have the ability to create a work order from their Event Scheduler dashboard. There is a "Work Order Portal" button on the top of their dashboard that they can select when they want to add a work order. There is no need to add them as portal users in the Work Order Management module!
- Learn more here: Giving Someone Limited Access to Work Order & Asset Management | Portal Users
5. External Vendors
These are the people/organizations that are outside of your organization that have been assigned to perform the duties of a work order (ex: Trane, Oracle, etc.).
- Learn more here: Viewing, Adding & Communicating with External Vendors