Users and roles

Maintenance Ops is built for teams, and roles are how you give each person the right level of access — enough to do their job, without exposing things they shouldn’t touch. Users are managed by administrators under Users in the sidebar.

The roles

Each person has a role that shapes what they see and can do. The main roles, from most limited to most capable:

• Requestor — can submit requests but works from a stripped-down view focused on their own submissions. Good for staff who only need to report issues.
• Technician — does the hands-on work: sees assigned work orders, updates statuses, records what was done.
• Manager (elevated) — oversees a team of technicians, sees team work, and takes part in approvals such as the Life Safety inspection step.
• Administrator (super admin) — full access, including the admin-only areas: Users, Settings, Categories, and Import.

What roles control

A person’s role determines what appears in their sidebar and what actions are available to them. A technician sees the tools they need for daily work; an administrator additionally sees the setup and management sections. This is why two people can open the same app and see different things — the app tailors itself to the role.

Roles also drive role-aware features. The dashboard’s team block, for instance, shows administrators both managers and technicians, shows managers their technicians, and doesn’t appear for technicians at all. The Life Safety approval chain likewise routes based on whether a manager role exists.

Adding and managing people

As an administrator, you add each team member as a user, set their role, and they can sign in. If someone’s responsibilities change, you update their role and their access adjusts accordingly. When someone leaves, you can deactivate their account so they can no longer sign in while their history on past work orders remains intact.

Why access control matters

Giving everyone full access might seem simpler, but it undermines the accountability the whole system is built on. When roles are set correctly, the record of who did what actually means something — a technician’s status update is a technician’s, an administrator’s configuration change is an administrator’s. Proper roles keep both your data and your audit trail trustworthy.