Available On: Lite, Starter, Professional and Business Plus
Understanding UpKeep’s user types is essential for optimizing productivity, streamlining communication, and ensuring proper permissions.
UpKeep offers different user roles to cater to the needs of different team members, ensuring that everyone has the appropriate level of access and responsibilities.
Administrator users in UpKeep have the ability to manage all users and teams within their account. This includes editing user information, updating roles, and configuring team settings. Keep in mind that while Administrators can modify other users' roles and details, they cannot change their own role.
💡Every Account MUST have an admin in the account at all times
How to Add/Invite Your Team Members to Join UpKeep
When a user is invited to the account, they will receive an email with directions to finish setting up the account.
Steps:
Access your user list through the People and Teams section
Click the Add Person button
Enter your team member’s email address
Select a User Role - the green tag means paid type (will use one of your licenses)
Click + Add User if you're looking to add more than 1 team member
Select Invite - New users will receive an email invitation letting them know they've been invited to your team!
New Users will create their login information by clicking the link in the email they receive.
Resend Invite Link After Expiration
If a user has not accepted the invitation link within 24 hours after it was sent, that link will expire. In order to send a new link, the admin will the steps below:
Steps:
Access your user list through the People and Teams section
Click the desired user
User status will say "Pending" if they have not accepted the invite
Select the Option Menu by clicking the 3 dots in the top right
Select "Resend Invite"
💡 Not sure what roles are right for your team? Check out UpKeep's different User Roles.
How to Update a User's Account Type
Only Admins can update basic user information, such as First and Last Name. Admins Only Admins have permission to update basic user information like First and Last Name. However, Admins cannot modify a user's email or password; these updates must be made by the user. To help users update their account information, you can share the link provided in the button below.
Steps to edit a user's basic information:
Access your user list through the People & Teams page
Click the desired user for whom you’d like to change
Select Edit
Under Account Type select the account type applicable to the user
Select Save Changes
💡Admins CANNOT change their own account type. However, another Admin on the team can follow these steps to update the account type. If you are the only admin, contact [email protected] for guidance if you need to reassign that role.
How to Deactivate or Delete Users from UpKeep
Deactivating a User
Deactivating a user is a way to prevent a user from logging in, but still keeps them associated to any of their assigned data. If the user rejoins your team, they can also be re-activated.
Steps to deactivate a user
Access your user list through the People & Teams page
Click the desired user you’d like to delete
Select the Option Menu by clicking the 3 dots in the top right
Select Deactivate
The user will be logged out of the system and no longer have access to your UpKeep account.
Delete a User
Deleting a user is the permanent removal of the user from your UpKeep account. Anywhere that user was applied in the UpKeep application will now be blank. Example: If they were the primary worker, or they completed the work order, it will no longer have them listed. If the user ever needed to regain access to your team, they would need to be created as a new user and re-associated to any desired data.
Steps to delete a user:
⚠️ Deleting is a user is a permanent action that cannot be reversed
Access your user list through the People & Teams page
Click the desired user you’d like to delete
Select the Option Menu by clicking the 3 dots in the top right
Select Delete
A pop-up warning will appear asking if you are sure you want to delete the user
Select Delete
FAQs about Managing UpKeep Users
Can a users' role changed at any time?
A users' role can be changed at anytime to accommodate the permission they need in UpKeep. Example: A Technician can become an Admin by updating their role.
Why can't I see custom roles on the account type menu?
Custom Roles will only appear in the account type dropdown list after they have been created in UpKeep.
Invited a new user and the link has expired.
If a new user has not accepted their invite via email within 24 hours that link will expire. An admin can resend that invitation or the user can hit "forgot password" on the login page for UpKeep.