There are seven user types with UpKeep. Paid users are admins, limited admins, techs, and limited techs. View Only and Requester users are free. We can also enter in our Vendors/Customers in to the system.
UpKeep has 7 different user types that are separated as paid and unpaid account types! This article will briefly explain the different user types that are available and provide a quick overview of what permissions to expect.
Here is an example of a single account: 1 admin, 2 limited admins, 2 technicians, 1 limited technician, 5 view-only users, and 15 requesters. This is a total of 6 (paid) users on your subscription.
Paid Account Types
1 – Administrators
Admins have full privilege to your UpKeep account and can add, change, or remove anything in the system. They are basically the ones that control the account. You can have multiple admins per account as well!
2 - Limited Administrator (new user type currently released as a beta feature)
Limited admins will NOT be able to view or make changes to your Settings. They will be able to view People & Teams, but not make any changes such as adding, editing, or removing users/teams. They will have access to the same notifications as admins and can still see cost/hourly rates inside of work orders.
3 – Technicians
Technicians are the user accounts that frequently close work orders, complete jobs, and are most commonly the field technicians. They can see all the objects associated with their team or organization such as work orders or assets. Technicians can also edit work orders, locations, and assets that they’ve created, but nothing that they haven’t created. They can work on things and update the tasks in work orders such as adding photos and status updates.
4 – Limited Technicians
Limited technicians have almost the same privileges as technicians. However, they will ONLY be able to view objects such as work orders, locations, or assets if those objects are assigned to them or their team. They will also be able to see these objects if they were the ones to create them. They can only assign work orders to themselves or to a team. If there is anything they may be working on, admins should assign their limited technicians to it! Find out how to assign LTs to work orders, location, and assets!
Unpaid and Free Account Types
5 – View Only Users (also known as View & Request)
These users are typically supervisor user account types that log into UpKeep less frequently. They will be able to view everything that an admin can, except work requests and purchase orders! They will not be able to change anything. View-only users can also submit work or purchase order requests when something breaks down, create a report, or just see what the current status of a particular job is. They'll also be able to add comments/notes to requests (and subsequently WOs) originally requested by them.
6 – Requester Users
Requester users simply have a single function. They won’t see assets, parts, etc or anyone else's request! They’ll instead be able to just log into UpKeep and submit work requests, then track the status of their own requests!
7 – Vendors/Customers
Vendors and Customers are NOT actual users that can sign in to UpKeep. This is for an internal assignment and quick reference. As an example, you can create a Vendor if you have a vendor that you commonly contract work out to and assign the vendor to the work order. You can keep track of who is doing what and the current status of that work order.
To View specific functionality check out our Capabilities Matrix