Invite your service partner into your workspace

A partner who sets FreeMaint up, imports your data or trains your team usually works inside your workspace. Give each of their people an account with the ready-made “Service partner” role, and remove the access when the job is done. Every plan includes unlimited users, so these accounts cost you nothing.

Create the “Service partner” role

You do this once: the role then serves for every partner you invite.

1. Go to Organization > Roles and click “New Role”. In Simple mode, Roles is under “More”.
2. In “Start from a template”, choose “Service partner”. The name, description and permissions are filled in for you.
3. Review the permissions (you can change everything before saving), then click “Create Role”.

What the role allows

The role starts from the administrator's permissions and sees all your company's data. The partner can configure your CMMS (workflows, custom fields, numbering, forms, modules, regional settings) and work on assets, locations, parts, preventive maintenance, procedures, imports, work orders and reports. Left out, in particular:

• Billing and company settings, the company's identity, and deleting or resetting the company.
• Users, invitations and roles: the partner cannot invite anyone or raise its own access.
• Single sign-on (SSO), security settings, the audit log and personal API keys.
• The full backup export and permanently emptying the recycle bin.
• Labour costs and financial reports.

Invite the partner's people

Each person who works in your workspace gets their own account.

1. Go to Organization > Users and click “Invite User”.
2. On the “Single Invitation” tab, enter the person's e-mail address.
3. Choose the “Service partner” role and click “Send Invitation”.
4. The person receives an e-mail to set a password and join your workspace. Until they accept, the invitation is listed in Organization > Invitations.

Remove the access when the job is done

In Organization > Users, open the partner's row menu (⋮) and choose “Deactivate”: they can no longer sign in, and what they did keeps their name. “Activate” gives the access back if you call on them again; “Delete” removes the account.