White-label FreeMaint as your own CMMS for your clients
Provision client companies, manage tiers, impersonate, see billing and activity
The Reseller Program lets you white-label FreeMaint and offer it to your own clients as a Computerized Maintenance Management System (CMMS) under your brand. This guide walks through every action you will perform as a reseller admin: from provisioning a client to seeing your monthly wholesale invoice.
Go to Reseller Console → Activity Log. Every reseller action is logged in chronological order: client creation, tier changes, impersonation start/exit, password re-issue, client suspension. You can filter by entity type (Companies / Users / Subscriptions) to focus on a specific event class. Audit rows are kept indefinitely — useful for compliance, dispute resolution, or proving when a support session occurred.
Go to Reseller Console → Settings. The Gold Partner badge section has two download buttons: SVG (for your website — infinitely scalable, crisp at any size) and PNG 800×800 (for slide decks, Word documents, email signatures). The badge is free to use on your marketing materials as long as your reseller status is active. Do not modify the badge design.
Go to Reseller Console → Billing. The top card shows the live projection for the current month — what you would owe FreeMaint if the month closed today, broken down by tier with the volume discount applied. The bottom table shows past invoices — one per month, generated automatically on the 1st of the following month at 03:00 UTC. Each row shows period, subtotal, discount tier (Bronze/Silver/Gold/Platinum), total and payment status (Pending/Paid/Overdue/Void).
From Reseller Console → Client Companies, click 'Create Client'. The form has 4 sections: Company name, Admin user (email + first name + optional last name), Initial subscription tier (Core/Starter/Business/Enterprise — Core by default, you can upgrade later), and Regional settings (timezone, currency, language). Submit and you land on the credentials page that shows a temporary password — shown ONCE, save it now.
Issue: I impersonated a client and the session expired. Did the client see anything?
Solution: No. Your support session is separate from the client's own sessions and is never shown to them: it ends when it expires or when you click “Exit impersonation”, and you are returned to your Reseller Console. The start of each session is recorded in your Reseller Activity Log, not in the client's.
Issue: My client wants to leave. How do I cancel their subscription?
Solution: From the client detail page, click 'Suspend'. This cancels the client's subscription, blocks every login and takes the client off your next monthly invoice. Its data is kept for 90 days: until then you can bring it back with 'Reactivate' on the same page. After 90 days it is erased for good. You receive the erasure date by email, and a reminder 7 days before it.
Issue: Can a client see they're using a white-labelled FreeMaint?
Solution: If your tier is Enterprise and you have full custom branding enabled, your clients see your logo, color and company name everywhere — and 'Powered by FreeMaint' can be hidden. Smaller tiers always show 'Powered by FreeMaint' in the footer.
Issue: How is the volume discount calculated?
Solution: It applies to the TOTAL number of ACTIVE clients across ALL tiers (Core counted as 0). With 1-10 active clients you're in Bronze (0% discount). At 11 clients you cross into Silver (-10% on the full wholesale total). At 26 you cross into Gold (-15%). At 50+ you're Platinum (-20%).
Issue: I created a client but didn't save the temporary password. What now?
Solution: From the client detail page, click 'Re-issue temporary password'. A new password is generated and shown ONCE — copy it immediately. The previous password is invalidated. This action is logged in your Activity Log as an UPDATED USER event.
Issue: When does the monthly invoice fire?
Solution: On the 1st of every month at 03:00 UTC, FreeMaint generates one invoice per reseller covering the previous calendar month and emails it to your reseller administrator. If the run fails, the FreeMaint team is alerted and can run it again — a month is never invoiced twice.
Issue: I impersonated a client and the session expired. Did the client see anything?
Solution: No. Your support session is separate from the client's own sessions and is never shown to them: it ends when it expires or when you click “Exit impersonation”, and you are returned to your Reseller Console. The start of each session is recorded in your Reseller Activity Log, not in the client's.
Issue: My client wants to leave. How do I cancel their subscription?
Solution: From the client detail page, click 'Suspend'. This cancels the client's subscription, blocks every login and takes the client off your next monthly invoice. Its data is kept for 90 days: until then you can bring it back with 'Reactivate' on the same page. After 90 days it is erased for good. You receive the erasure date by email, and a reminder 7 days before it.
Issue: Can a client see they're using a white-labelled FreeMaint?
Solution: If your tier is Enterprise and you have full custom branding enabled, your clients see your logo, color and company name everywhere — and 'Powered by FreeMaint' can be hidden. Smaller tiers always show 'Powered by FreeMaint' in the footer.
Issue: How is the volume discount calculated?
Solution: It applies to the TOTAL number of ACTIVE clients across ALL tiers (Core counted as 0). With 1-10 active clients you're in Bronze (0% discount). At 11 clients you cross into Silver (-10% on the full wholesale total). At 26 you cross into Gold (-15%). At 50+ you're Platinum (-20%).
Issue: I created a client but didn't save the temporary password. What now?
Solution: From the client detail page, click 'Re-issue temporary password'. A new password is generated and shown ONCE — copy it immediately. The previous password is invalidated. This action is logged in your Activity Log as an UPDATED USER event.
Issue: When does the monthly invoice fire?
Solution: On the 1st of every month at 03:00 UTC, FreeMaint generates one invoice per reseller covering the previous calendar month and emails it to your reseller administrator. If the run fails, the FreeMaint team is alerted and can run it again — a month is never invoiced twice.
From the Client Companies table, click 'View as' on any row to log in as the client's admin user. A yellow banner appears at the top with 'Exit impersonation' button. You see exactly what the client sees and can fix issues for them in-place. The impersonation session expires automatically after 15 minutes of inactivity — a warning toast fires at 14 minutes so you can extend.
When FreeMaint activates your reseller status, a Reseller section appears in your sidebar: Client Companies, Reseller Billing, Reseller Activity Log and Reseller Settings, where you also download your Gold Partner badge for marketing. You can create as many client companies as you need, open any of them for support and follow your wholesale billing live.
Email contact@freemaint.com for any reseller-specific question. Mention 'reseller' in the subject line to route it to the partnership team. We aim for a response within one business day.
From the client detail page, you cannot yet change the tier via the UI directly — use the API or contact FreeMaint operations. The wholesale rate updates immediately and appears on next month's invoice line for that client. Downgrade is allowed but features the client was using on the old tier will become gated.
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