Reseller Admin Guide

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.

What you get as a reseller

When FreeMaint operations activates your reseller status, your company unlocks the Reseller Console (top-left sidebar) with five sections: Client Companies, Billing, Activity Log, Settings, and a Gold Partner badge for marketing. You can create unlimited client tenants, switch into any of them for support, see live wholesale billing, and download your partner badge.

• Brand cascade — every client you provision inherits your logo, brand color and company name by default
• Impersonation — one click to log in as the client admin for support without sharing passwords
• Wholesale pricing — pay FreeMaint $0/$17.50/$50/$145 per Core/Starter/Business/Enterprise client per month, bill your own price to your clients
• Volume discounts — Bronze (1-10 clients) → Silver (-10% at 11-25) → Gold (-15% at 26-50) → Platinum (-20% at 50+)
• Activity log — full audit trail of every reseller action you perform
• Gold Partner badge — official asset for your website, decks and proposals

Provisioning a new client

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.

1. Go to Reseller Console → Client Companies → 'Create Client'
2. Enter company name (2+ chars), admin email, admin first name (last name optional)
3. Pick the initial subscription tier — Core is free for you and your client; paid tiers unlock the corresponding advanced modules
4. Adjust timezone, currency and language for the client's region
5. Click 'Create' — you land on the credentials page; copy the temporary password before navigating away
6. Share the password with the client via your preferred secure channel (encrypted email, password manager link, etc.)

Changing a client's tier

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.

• CORE — $0 wholesale, basic CMMS only (free for you and your client)
• STARTER — $17.50 wholesale (client retail $29) — adds Reports, Inventory, custom branding
• BUSINESS — $50 wholesale (client retail $99) — adds Projects, Contracts, Audit, custom dashboards
• ENTERPRISE — $145 wholesale (client retail $299) — adds HSE Full, Workflows, Custom Domain, white-label

Impersonating a client for support

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.

• Every impersonation is logged in the Activity Log (chronological, can never be hidden)
• If the impersonated session times out mid-action, you are auto-returned to the Reseller Console with no data loss
• You can impersonate any client owned by you — never another reseller's client (cross-tenant attempts return 404, not 403, to avoid leaking which clients exist elsewhere)

Seeing your monthly wholesale invoice

Go to Reseller Console → Billing. The top card shows the LIVE projection for the current month — what you would owe FreeMaint if the cron fired 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).

• Wholesale projection updates LIVE as you add/upgrade/cancel clients — no waiting for cron
• Monthly invoice is calculated as a snapshot of active clients on the 1st of the following month
• Volume discount applies on TOTAL active clients across all tiers — adding a CORE client (free) does NOT count toward the discount threshold
• Idempotent generation — even if the cron runs multiple times for the same period, only one invoice row is ever created (database constraint)
• If your sum is $0 (no paid clients), no invoice is generated and no email is sent

Reading the Activity Log

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.

• CREATED COMPANY — you provisioned a new client tenant
• TIER_CHANGED SUBSCRIPTION — you upgraded or downgraded a client's tier (description shows old → new tier)
• IMPERSONATE COMPANY — you started a support session as the client
• EXIT_IMPERSONATION COMPANY — you ended the support session (or it timed out)
• UPDATED USER — you re-issued the temporary password for a client admin
• ARCHIVED COMPANY — you suspended a client (reversible by ops, hard-delete requires a separate request)

Downloading your Gold Partner badge

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.

Other settings on the page

• Partnership status — your current tier (Gold Partner is the only tier at MVP) + your partnership start date
• Custom domain — manual setup by FreeMaint ops at signature. Self-service domain configuration is planned for a future release; for now email contact@freemaint.com with your CNAME details. NOTE: the brand cascade (your logo, color and name on the custom-domain host) requires your subscription tier to be ENTERPRISE. On lower tiers the custom domain still routes correctly but renders the neutral FreeMaint brand
• Partnership agreement — copy of your signed Reseller Partnership Agreement is held by FreeMaint ops; email contact@freemaint.com for a copy or to request an amendment

Frequently asked questions

Need help?

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.