Available On: Business Plus
With the Business Plus plan, you can create Custom Roles in UpKeep! Custom Roles have the same capabilities as Administrators, but you can adjust specific permissions to fit your needs. If you need a role that differs from the default Admin and Technician setups, set up a custom role!
💡All Custom Roles start with full admin permissions. Your customization will determine what permission they maintain and have removed.
How to Create a Custom Role
Steps
On the UpKeep web page, navigate the menu on the left and locate the "Settings" tab.
Click into "Settings" and navigate to "User Roles" and click to open
Click the "Create Role" button in the top right corner
Enter the name of the custom role, description, and an external ID.
Note: External ID will be created when you name the new Custom Role. Only letters and underscores are allowed in the External ID.
Next, scroll down and select or deselect the permissions you'd like to include in the custom role.
Action | Description | Partial |
Create | Add new items in Categories, Locations, Meters, and People & Teams. |
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Edit | Modify existing Assets, Categories, Locations, Meters, and People & Teams. Limited editing options for Work Orders. | Can view items they created or were assigned to. |
Work | Manage Work Orders and related tasks. |
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View | Access information on Assets, Categories, Files, Locations, Meters, Parts & Sets of Parts, People & Teams, Preventive Maintenance Triggers, Purchase Orders, Vendors & Customers, Work Orders, Work Requests, and Analytics Dashboard. | View any work request they created or were assigned to (as a team or an individual). |
Delete | Delete Assets, Categories, Files, Locations, Meters, Parts & Sets of Parts, Preventive Maintenance Triggers, Purchase Orders, Vendors & Customers, People & Teams, and Work Orders. |
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Access | Settings configurations. |
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Import | Import data for Assets, Locations, Meters, People & Teams, Preventive Maintenance Triggers, Parts & Sets of Parts, Work Orders, Vendors, and Customers. |
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Export | Export data for Assets, Locations, Meters, Parts & Sets of Parts, Preventive Maintenance Triggers, Work Orders, Vendors, and Customers. |
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Approve/Decline | Approve or Decline Work Requests. |
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Assign Users | Set Primary Worker/Additional Users on Work Orders. |
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Disable | Temporarily disable People. |
💡"Partial" permissions mean users can only see items assigned to or created by themselves.
FAQs about Custom Roles
Are Custom Roles Free?
No custom roles will be a paid users type similar to your Admin and Technician Roles.
Is there a limit to how many custom roles that can be created?
No, you can create as many custom roles as needed, but in order to grant that role to a user there needs to be an available license on your account.
How do you know your custom role is working as expected?
Custom Roles are designed to help create a role that fits your needs, but we always encourage Upkeep users to test the role out first and ensure the permissions are as expected. If the role allows permission you were not expecting, revisit the matrix above or reach out to our support team for guidance.
Do custom roles allow me to create any role type?
No, there are limitations and some sections do not allow certain customization. If you'd like to see an option added to custom roles, you can provide that feedback to our support team at [email protected]