Department-based access

Department-based access restricts what technicians, requesters and operators can see in FreeMaint to the locations they are assigned to. Useful for multi-site or multi-department organizations where each shop floor team should only see its own work. You can restrict access for individual users or for an entire team at once.

Enable the feature

1. Go to Settings → System → Security & Access Control.
2. Toggle "Department-based access" on.
3. Save.

Assign users to locations

1. Open a Location detail page (e.g. "Production Floor 1").
2. In the Workers & Teams card, click Manage access.
3. Pick the users who should be limited to this location and its sub-locations.
4. Save.

Assign a whole team to locations

1. Open a Team (People → Teams) and edit it, or open a Location and click Manage access.
2. In "Locations this team can access" (or the Teams field on the location), pick the locations.
3. Save. Every member of the team is now scoped to those locations and their sub-locations.

A member's accessible locations are the combination of their personal assignments and the locations of every team they belong to.

What scoped users see

• The locations they are assigned to (and any sub-location below) — and the assets, work orders, requests, preventive maintenance and analytics inside them.
• Nothing else — list pages return empty if a user has no location assigned.

Roles that always see everything

Admins, managers and super admins are never restricted by this toggle. They keep full visibility regardless of assignments.

Combine with "Assigned only"

You can keep the existing "Assigned only" toggle on at the same time. When both are on, a user sees the union: assets/orders inside their department and assets directly assigned to them anywhere.

Empty result on a page? If a user has the toggle on but no location assigned, they will see a yellow banner asking them to contact their administrator.