Give people access to Maintain

Add technicians and supervisors to the Maintain board, and decide who owns it.

A board is the shared container behind a work-order surface. Your organization has one maintenance board, and it sits behind the Maintain nav entry. Board membership is what fills the Assignee list on a maintenance work order, so a person who is not on the board cannot be given a job.

You add either a member, one named person, or a team. Adding a team adds everyone in it, both the people in it today and anyone added to it later.

Invite the whole maintenance team, not just the planners. A technician nobody can assign work to gets told by radio instead, and the board stops being the record of what was done.

Before you start

• Board owner. The dialog is not role-gated in the dashboard, so anyone who can open the board can open it and change who is on it. See Board roles.
• A team has to exist before you can add it. See Create a team.

1. Open Invite to Maintain

1. Select Maintain in the top navigation. The board opens at /<organization>/maintenance. See Open the board.
2. Press Invite in the control bar above the board, between the status filter and the blue create button. It carries a stack of the current members' avatars, and on windows narrower than about 1280 px the word Invite drops and only the avatars remain.

The dialog is headed Invite to Maintain. There is one maintenance board per organization, so there is no board to choose first.

The Invite to Maintain dialog, with one team and four named members on the maintenance board. Invite the whole maintenance team, not just the planners.

There is a second way in, for the moment you notice the person you want is missing from the assignee list. In New Maintenance Workorder, open the Assignee field and press Manage board members at the foot of the list. The same dialog opens, headed Invite to this board.

2. Invite a member

1. Click the search field, Who would you like to add?. The list opens with every team in your organization under Teams, then every person under Users.
2. Type to filter. Full names, team names, handles, usernames and email addresses all match.
3. Click the person.

The dialog writes as you click, so there is no Save button. A toast reads User has been added to your board, and the person appears under Members.

People outside your organization are not listed here. To give a contractor maintenance work, add them to the organization first. See Invite people to your organization.

3. Invite a team

Open the same search field and click a team under Teams. The toast reads Team has been added to your board, and the team appears in the Teams section above Members.

Each team row carries its members as a stack of up to three avatars, or the text 0 members when the team is empty. Check that count before you rely on the team. An empty team sits on the board but puts nobody in the assignee list, so a work order assigned to 2nd shift maintenance has nobody to give it to.

To fill it without leaving the board, press the dashed + on its row. A panel headed Manage plus the team's name opens, listing who is already In team and offering everyone else under Add people. This writes to the team itself, so a person you add here joins that team everywhere it is used, not only on this board.

4. Owners

A board owner is a member marked as responsible for the board. Click the crown on a member's or a team's row to set it. The crown fills blue, its tooltip changes from Mark as board owner to Board owner · click to remove, and clicking it again takes ownership away.

There is no confirmation step and no success toast; the crown filling in is the confirmation. Teams hold ownership on the same terms as people.

Board roles

You do not need to add someone so they can read the board. In the dashboard today, membership's one effect is the assignee list: it decides who can be given a work order, not who can open Maintain. Adding every operator who glances at the Kanban lengthens the assignee list without changing what anyone can see.

5. Remove access

Press the trash icon on the row. The row disappears at once, with no confirmation step, and a toast reads User has been removed from board or Team has been removed from board.

Check what that person still has open before you press it. The dialog writes board membership and nothing else, so it does not reassign their work orders.

Hand those over from the work-order drawer first. See Update, discuss, and close a work order.

Removing a team takes that team's access away from this board only. The team itself and the people in it are untouched, and anyone who is also on the board under their own name keeps their access. To take a person out of a team rather than off the board, press the dashed + on the team's row and remove them under In team.

6. On Android

Android carries the same membership list. Open Maintain, then press the avatar stack in the header above the board; the list opens as a sheet with the same Teams and Members sections, the same crown, and the same trash icon.

iOS does not have this surface. On an iPhone or iPad, change board membership on the web at /<organization>/maintenance. Everything else on the board, including assigning a work order to someone already on it, works on both phones. See On mobile.

Board membership on Android: the same one team and four members as the web dialog, listed under Teams and Members headings in a full-height sheet.

7. If a change does not stick

Every action here is optimistic: the row updates first and the request follows. When the request fails, the row goes back to what it was and a toast names what failed, so a change that draws and then reverts a second later has not been saved.

A success is equally quiet, and worth learning so you can tell the two apart: User has been added to your board, Team has been added to your board, User has been removed from board, Team has been removed from board, and Added to {team} or Removed from {team} for the team panel. The crown has no toast at all.

See also

• Create and manage teams
• Give people access to a scheduler board
• Roles and permissions
• Organize work on the maintenance board
• Create a maintenance work order