Limited Technicians have permissions akin to those of regular Technicians, with one significant distinction: they must be explicitly assigned to an object to gain visibility over it. Additionally, both user types, Limited Technicians and Technicians, share the limitation of being unable to edit or delete any items they haven't personally created. This includes work orders, locations, assets, meters, or parts. 🔒🔍🔧👨🔧👩🔧🚫📋📦🏢🚗📏🧰
So if an admin user creates something in the account, limited techs and techs cannot change or delete it.
The main difference between limited technicians and technicians:
Limited Technicians only see or view details on work orders, locations, assets (including all asset hierarchy levels), and meters they are assigned to or have created themselves!
Technicians can see all work orders, locations, and assets on the account.
Why?
The purpose of this approach is to simplify and streamline the view and tasks for Limited Technicians. In organizations with extensive data or larger teams, it can become challenging to maintain clarity on responsibilities and avoid clutter.
By restricting Limited Technicians to only see the specific items they are assigned to, we ensure that they have a clear and uncluttered workspace. They won't be overwhelmed by irrelevant information, other locations, or the work of other technicians, allowing them to concentrate on their own tasks and responsibilities. 🧹🔍🚀👨🔧👩🔧
How to Assign your Limited Technicians to Locations
There are three ways you can assign your limited technicians to a location:
1 - Individually whenever you create or edit each Location
Click on the Worker or Team field to open a drop-down menu of the users or team of users you would like to assign.
Once added, click Save! Your limited technicians should now be able to see that location!
2 - Bulk importing NEW locations into your account using a CSV file
Column H (Assigned to Emails) and/or Column I (Team Assigned Names) on the Import Template will need to be filled in with the Limited Techs email or team name.
3 - Bulk Update Existing Locations
Go to the Import Page and EXPORT all of your CURRENT Locations from UpKeep.
In the file fill in Column H (Assigned to Emails) and/or Column I (Team Assigned Names) on the Import Template will need to be filled in with the Limited Techs email or team name.
How to Assign your Limited Technicians to Assets
1 - Individually whenever you create or edit each Location
Click on the Worker, Additional Worker, or Team field to open a drop-down menu of the users or team of users you would like to assign.
Once added, click Save! Your limited technicians should now be able to see that location!
2 - Bulk importing new assets into your account using a CSV
Column K (Worker Email) and/or Column T (Team Name) on the Import Template will need to be filled in.
3 - By Updating Existing Assets, First make sure you export current assets
Go to the Import Page and EXPORT all of your CURRENT Assets from UpKeep.
Column K (Worker Email) and/or Column T (Team Name) on the Import Template will need to be filled in.
Assigning Limited Technicians to Work Orders
Create a new work order or edit an existing one
Assign your limited technician to the Worker, Additional Worker, or Team field
💡Keep in mind they need to be assigned to the work order or be the one to create the work order to view it and work on it
Have a lot of Work Orders that need to be assigned to your Limited Tech?
On the Work Orders list page, you can bulk select and mass assign Work Orders to workers.
Go to the work orders page
Filter for the work orders that need to be assigned
Click the grey check box next to DUE
Click CHANGE ASSIGNEE
Select the Limited Tech from the drop down
Create A Team of Limited Technicians
💡 If you have multiple limited technicians that need to be assigned to the same object, you can create a Team and assign the entire Team to the object
Navigate to the People and Teams section
Click on the Teams tab on the top left
Then click on + Team
Add your users
Once your team of limited technicians is created, you can add them to work orders, locations, and assets so they can view it!
