Users: Adding Users and Permissions

All Admins within Work Order Management have complete access and can manage their users and permissions. However, if an Admin gives a Sub-Admin permission rights to manage users, they will also see the Settings>Basic>Users tab only on their dashboard and have the ability to manage other Sub-Admins or users (not Admins).

Users - Add users, grant access and assign permissions so that they can add a work order, manage and/or perform the duties of a work order. You can do this by going to Settings>Basic>Users, then choose "Add New User".

There are 4 different types of users (within your organization), based on the permissions given by an Administrator.

Note: 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.

1. Administrator - Ability to create and assign a work order to dept, user, or vendor (internal or external). They can also choose "Do Not Accept" and give a reason why. If the Administrator can perform the work and is given permission rights (Settings>Basic>Users), they can accept a work order if they are assigned and/or from the Dept. they are given permissions for. They can also change the status of a work order and close a work order.
2. Sub-Admin - Ability to create a work order, close a work order, manage locations, users, equipment, inventory, and/or work orders, based on permissions given. You simply assign them to one or multiple locations, giving them specific individual permissions. With regards to the different choices for Sub-Admin permissions(Settings>Basic>Users), you have the following under "User Access Permissions". The Sub-Admin will only be granted the permissions that you select, based on the locations(s) you assign. 

• Manage Locations - 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 - 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 - 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 - 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.
• Manage Work Orders - The Sub-Admin will have the "New Work Orders" grid on their dashboard (like Admin) and will be able to assign the work orders to the appropriate person (internal vendor, department, or external vendor). NOTE: When this permission is selected, you can also select the following permission (Restrict work orders based on assigned Service Categories ) to restrict the Sub-Admin to only manage work orders based on their assigned Service Categories. 
• Can Close Work Orders - 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 close the work order, just like an Admin.

NOTE: 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.

• Can Manage PM - When this permission is granted, the Sub-Admin is able to access, add and manage all Maintenance PM's. NOTE: When this permission is selected, you can also select the following permission (Restrict PM based on assigned Service Categories ) to restrict the Sub-Admin to only manage PM's based on their assigned Service Categories. 

3. Users that Can Perform Work (Internal Vendors)- Ability to create work orders and perform work orders that have been assigned to their department, and/or have been assigned specifically to them.

4. Portal Users - 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. IMPORTANT NOTE: 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!

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.).