Available On: Premium, Professional, Enterprise
Location-Based Permissions let users access UpKeep with a single email, but their view is tailored to their specific locations. Users may have access to one, multiple, or all locations, depending on their role. It's important to ensure users are appropriately assigned to relevant location(s) to align with their visibility and responsibilities. đđĽđ
How to Enable Locations Based Permissions
Log into UpKeep and go to People & Teams
Locate the user by email or name
Click on the user and select Edit
Scroll down and check Is Location Based
Click Edit Locations
Select the locations this user should see
Click Save
When this user logs in next time, theyâll only see the locations youâve selected
Assigning Access to Specific Sub-Locations
When enabling Location-Based Permissions, you can now choose exactly which sub-locations a user should access â without automatically granting access to all of them
From the userâs Edit Locations screen, use the Include Sublocations toggle
Toggle ON: Selecting a parent location includes all its sub-locations
Toggle OFF: Selecting a parent includes only that parent location
Select the parent and/or sub-locations individually
Click Save
How to Disable Location Based Permissions
Log into UpKeep and navigate to People and Teams
Locate the user via email or name
Click the user's name and select Edit
Scroll down and deselect Is Location Based. Be sure to click save!
â ď¸ When toggled OFF, users can see all Locations and attributes tied to them
What all can a user see when Location Based Permissions are turned on?
Users will only see records tied to their assigned locations, across the following modules
Parts
Visible only if tied to the userâs allowed locations
Counts on the Parts/Inventory dashboard respect location access
Parts on Work Orders, Assets, and PM Triggers respect location access
Parts linked to other locations will not appear
Purchase Orders: Users can view all POs, but only parts from their assigned locations are visible
Assets
Users see only assets in their assigned locations
Applies to Work Orders, Requests, PM Triggers, and Meters
Assets created for other locations will not appear after creation
Work Orders
Only visible if assigned to one of the userâs locations
Work orders without a location remain visible to all users
Recommended: Always assign locations to maintain structured visibility
Meters
Only meters in accessible locations are visible
Meters created in other locations will not appear
Locations
Applies to all related modules (Work Orders, Assets, Requests, PM Triggers, Meters, Parts)
Users only see locations and sub-locations theyâve been granted access to
Requests
When adding assets or locations to a request, dropdowns are restricted to accessible locations
Web counts in the left nav (number of requests) are not filtered by location access
Requestor access must be directly assigned â assigning a team to a location only affects Limited Technicians
FAQ about Locations Based Permissions
Can admins who are location-based users without assigned locations see other locations?
No â if a user is location-based but has no assigned locations, they wonât see or interact with any locations. Only a full admin can update their access.
How can account holders update their location access?
Account holders can update their access by ensuring the desired location is linked to their account. They should also verify that the location isnât already associated with another UpKeep site.
How can users request access to more locations?
Users who need access to additional locations must contact their account administrator. Only admins can modify or grant location-based permissions.
Why canât I see certain locations when editing user permissions?
If a location isnât visible when editing, check the Locations page to confirm:
The location exists under the correct parent
Sub-locations are properly nested
The hierarchy is correctly structured
Each sub-location must be individually created and nested to appear in the list.
Do location-based permissions affect notifications?
Yes â notifications follow assigned permissions:
Admins & Limited Admins: Receive work request and work order notifications for their allowed locations
Technicians & Limited Technicians: Receive notifications only for work orders assigned to them
Are location options filtered when submitting requests?
Yes â request dropdowns for locations and assets only show items the user has access to.
Can admins change their own location permissions?
Yes â admins can edit their own location access from People & Teams.
Do the blue âAction Neededâ counts respect location access?
No â action item counts in the web appâs left navigation show totals across the full organization.
Are analytics and reports filtered by location permissions?
Yes â analytics and reports now reflect the userâs assigned locations only.