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
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.
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.