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How to Create Custom Roles for UpKeep Users

Learn how to create custom roles for your Upkeep users

Available On: Enterprise

Overview

With UpKeep, you can create Custom Roles to match your team's specific workflow and governance needs. Custom Roles start with full Administrator capabilities, allowing you to selectively restrict or grant granular permissions across each feature set. With our latest update, we have split "Vendors & Customers" into separate Customers and Providers groups and added Create permissions to both for more precise control.

💡 Note: All Custom Roles inherit full Administrator permissions by default. You can customize the role by checking or unchecking specific permissions in the matrix.

How to Create a Custom Role

  1. Navigate to the Settings tab in the left-hand menu.

  2. Click on User Roles.

  3. Click the Create Role button in the top right corner.

  4. Enter a unique name, description, and an external ID (which is automatically generated based on the name).

  5. Scroll down to the permissions matrix and check/uncheck permissions according to your needs.

  6. Click Save to finalize the role.

Available Permissions by Feature

Categories

Permission

What it Allows

Create

Create categories

View

View categories

Edit

Edit categories

Delete

Delete categories

Locations

Permission

What it Allows

Create

Create locations

View

View locations

Edit

Edit locations

Edit Partial

Edit locations you have created

Import

Import locations via CSV

Export

Export locations

Delete

Delete locations

People & Teams

Permission

What it Allows

Create

Add new users

View

View users and teams

Edit

Edit existing users

Disable

Disable users

Import

Import users via CSV

Delete

Delete users

Work Orders

Permission

What it Allows

View

View work orders

Edit

Edit work orders

Edit Partial

Edit work orders you have created

Work

Perform work on work orders

Work Partial

Only see work orders you are assigned to

Assign Users

Assign users to work orders

Import

Import work orders

Export

Export work orders

Delete

Delete work orders

Work Requests

Permission

What it Allows

View

View all work requests

View Partial

View work requests you have created

Approve / Decline

Approve or decline submitted work requests

Assets

Permission

What it Allows

Create

Create new assets

View

View assets

Edit

Edit assets

Edit Partial

Edit assets you have created

Import

Import assets

Export

Export assets

Delete

Delete assets

Meters

Permission

What it Allows

Create

Create meters

View

View meters

Edit

Edit meters

Edit Partial

Edit meters you have created

Import

Import meters

Export

Export meters

Delete

Delete meters

Preventive Maintenance Triggers

Permission

What it Allows

View

View preventive maintenance trigger configurations

Import

Import PM triggers

Export

Export PM triggers

Delete

Delete PM triggers

Parts & Sets of Parts

Permission

What it Allows

View

View parts and part sets

Import

Import parts and part sets

Export

Export parts and part sets

Delete

Delete parts and part sets

Purchase Orders

Permission

What it Allows

View

View purchase orders

Delete

Delete purchase orders

Customers

Permission

What it Allows

Create

Create new customers

View

View customers

Import

Import customers via CSV

Export

Export customers

Delete

Delete customers

Providers

Permission

What it Allows

Create

Create new providers

View

View providers

Import

Import providers via CSV

Export

Export providers

Delete

Delete providers

Files

Permission

What it Allows

View

View files attached across the account

Delete

Delete files

Settings

Permission

What it Allows

Access

Access account settings

Analytics Dashboard

Permission

What it Allows

View

View analytics dashboards

💡 "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 are a paid user type similar to Admin and Technician roles.

Is there a limit to how many custom roles can be created?

No, you can create as many custom roles as needed, but to assign a custom role to a user, you must have an available license on your account.

How do you know your custom role is working as expected?

We always encourage testing the role with a test user to ensure that permissions behave as expected. If the role permits actions you did not expect, please review your permissions matrix settings or contact our support team for guidance.

Do custom roles allow me to create any role type?

No, there are system limitations, and some sections do not support customization. If you'd like to see additional settings added to custom roles, you can submit your feedback to our support team at [email protected].

Is there a limit to the name length of a custom role?

Yes, the name of a custom role must be fewer than 25 characters.

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Original Article

Available On: Enterprise

With the Enterprise 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

  1. On the UpKeep web page, navigate the menu on the left and locate the \"Settings\" tab.

  2. Click into \"Settings\" and navigate to \"User Roles\" and click to open

  3. Click the \"Create Role\" button in the top right corner

  4. Enter the name of the custom role, description, and an external ID.

    1. Note: External ID will be created when you name the new Custom Role. Only letters and underscores are allowed in the External ID.

  5. Next, scroll down and select or deselect the permissions you'd like to include in the custom role.

Available Permissions by Feature

Categories

Permission

What it Allows

Create

Create categories

View

View categories

Edit

Edit categories

Delete

Delete categories

Locations

Permission

What it Allows

Create

Create locations

View

View locations

Edit

Edit locations

Edit Partial

Edit location you have created

Import

Import locations

Export

Export locations

Delete

Delete locations

People & Teams

Permission

What it Allows

Create

Add new users

View

View users and teams

Edit

Edit existing users

Disable

Disable users

Import

Import users via CSV

Delete

Delete users

Work Orders

Permission

What it Allows

View

View work orders

Edit

Edit work orders

Edit Partial

Edit Work Orders you have created

Work

Perform work on work orders

Work Partial

Only see Work Orders you are assigned

Assign Users

Assign users to work orders

Import

Import work orders

Export

Export work orders

Delete

Delete work orders

Work Requests

Permission

What it Allows

View

View all work requests

View Partial

View you Work Order Requests

Approve / Decline

Approve or decline submitted work requests

Assets

Permission

What it Allows

Create

Create new assets

View

View assets

Edit

Edit assets

Edit Partial

Edit assets you have created

Import

Import assets

Export

Export assets

Delete

Delete assets

Meters

Permission

What it Allows

Create

Create meters

View

View meters

Edit

Edit meters

Edit Partial

Edit meters you have created

Import

Import meters

Export

Export meters

Delete

Delete meters

Preventive Maintenance Triggers

Permission

What it Allows

View

View preventive maintenance trigger configurations

Import

Import PM triggers

Export

Export PM triggers

Delete

Delete PM triggers

Parts & Sets of Parts

Permission

What it Allows

View

View parts and part sets

Import

Import parts and part sets

Export

Export parts and part sets

Delete

Delete parts and part sets

Purchase Orders

Permission

What it Allows

View

View purchase orders

Delete

Delete purchase orders

Vendors & Customers

Permission

What it Allows

View

View vendors and customers

Import

Import vendors and customers

Export

Export vendors and customers

Delete

Delete vendors and customers

Files

Permission

What it Allows

View

View files attached across the account

Delete

Delete files

Settings

Permission

What it Allows

Access

Access account settings

Analytics Dashboard

Permission

What it Allows

View

View analytics dashboards

💡\"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]

Is there a limit to the name length of a custom role?

The name of the custom role does need to be less then 25 characters.

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