All Admins within Work Order Management have complete access and can 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 only on their dashboard and have the ability to manage other Sub-Admins or users (not Admins).
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
Many of the additional user permissions options will change based on which user level you give someone.
Unlike admins and portal users, when a user or sub-admin 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 and service categories under their user permissions (B.). The reason is that a user and sub-admin will only be able to be assigned to a work order that has a service category that matches one they have access to under their user permissions. The same is true if they want to view and accept a work order that is assigned to their department(s) on their dashboard.
- 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.
Admin
1.They have the 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. All admins will have access to all the settings in the organization's account. They will also have extra grids on their dashboard, see the ones below.
Sub-Admin
2. They have the ability to create a work order, perform work on a work order/have it assigned to them based on the service category on the work order and which ones they have access to under their user permissions. They can see all work orders assigned to their department(s), but they can only "Accept" work orders in their department that have a service category on them that is also one that they have access to under their user permissions.
They can also be given the ability to transfer a work order to another user, close a work order, and they can be given many of the same permissions that an admin has. These include managing locations, users, equipment, inventory, and/or work orders, based on permissions given. You can also give them access to one or more locations which will give them specific individual permissions for that location(s). 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.
Basic User
3. A basic user that can perform work, has access to their own dashboard where they can see work orders assigned to them based on the service category assigned to the work order and which service categories they have access to under their user permissions. They can also see all work orders assigned to their department(s), but they can only "Accept" work orders in their department that have a service category on them that is also one that they have access to under their user permissions. They can also add work orders from their dashboard, run reports for work orders, and view work orders on the calendar.
Admins/Sub-Admins/Users
Any admin, sub-admin, or user can be given the ability to perform work or not.
Users that can perform work will have the ability to:
- Create work orders
- Perform the duties of the work orders that have been assigned to them and show in their "My Assigned Work Orders" grid
- View all work orders assigned to the department they have been access to within their user permission. If they have access to the service category that is selected on the work order then they can choose to "Accept" the work order. Then it will go to their "My Assigned Work Orders" grid.
Access to Departments & Service Categories
Unless someone is marked to not perform work, every user also needs access to the right departments (if you created departments) and service categories in your eSPACE account.
- If you add a new department or service category, then make sure to go back to Settings > Basic > Users and give the right ones access to that newly created department or service category.
- Additional learning:
Outside Users
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.
- 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