Location Based Permissions enable users from the same company, spanning multiple physical locations, to access a single UpKeep instance using a single email address and consistent company settings. However, their view and access are tailored to their specific work location(s). Users may have access to one, multiple, or all locations, depending on their role. It's important to ensure that users are appropriately assigned to the relevant location(s) to align with their visibility and responsibilities. 🌐🏢👥🔍👩💼👨💼📊
How to Set Up Locations Based Permissions
Admin, Log into UpKeep and navigate to People and Teams
Locate the user via email or name
Click on this user, in the side bar that pops open scroll down and locate
Click on the BLUE Location Access words and you should see this window pop open
Click on the Locations that this user needs to be able to see, and click Save
Now when this user logs in the next time they will ONLY be able to see the LOCATIONS you have selected for hem to see.
Quick Walkthrough:
How to Turn OFF Location Based Permissions
When an admin logs into UpKeep clicks on a user under People & Teams and brings up their user details, at the very bottom will be a `Location-Based User` Toggle. When toggled OFF, users can see all Locations and attributes tied to them.
Steps:
Admin, Log into UpKeep and navigate to People and Teams
Locate the user via email or name
Click on this user, in the side bar that pops open scroll down and locate
Click on the Button to turn it OFF
What all can a user see when Location based permissions are turned on?
Users see only the following data objects with a location assignment relevant to their location.
Parts
Parts/Inventory module
Web: Counts on Parts/Inventory for items that need action (i.e. Parts running low or out of stock) respects user’s location access
Parts on Work Orders view, edit, and creation
This includes hiding parts and associated costs even if added to the work order
Parts on Assets view, edit, and creation
Parts on Purchase Orders creation and edit
Already created purchase orders with parts for other locations are still visible and the parts on them are all visible
Parts on PM Triggers edit and creation
You can still create parts for other locations but they will not be visible after creation
Assets
Assets module
Assets on Work Orders view, edit, and creation
Assets on requests edit and creation
Assets on PM Triggers edit and creation
Assets on Meters edit and creation
You can still create assets for other locations but they will not be visible after creation
Work Orders view
Work Orders module
You can still create work orders for other locations but they will not be visible after creation
Meters view
Meters module
You can still create meters for other locations but they will not be visible after creation
Locations
Locations module
Locations on Work Orders edit and creation
Locations on Assets edit and creation
Locations on Requests edit and creation
Locations on PM Triggers edit and creation
Locations on Meters edit and creation
Locations on Parts edit and creation
Requests
As mentioned above, when adding assets and locations to a new or existing request the dropdown list will be restricted based on what locations the user has access to
Web counts in the left nav and what requests are visible are not affected by location access
FAQ about Locations Based Permissions
Does this affect notifications?
Answer: At this time notifications are not affected by changes in location based permissions.
Does this filter down what locations can be selected in requests?
Answer: Yes
Can admins change their own location permissions?
Answer: Yes
Does this affect the “action needed” counts in blue bubbles in the left navigation on web?
Answer: No, those action item counts will still be looking at all entities across the org regardless of permissions
Are analytics and reports restricted by this?
Answer: No, all data across all locations is still accessible in analytics.