Setup Your iTenance Account

📍 Access the Setup Menu

Log in to your iTenance account. In the main navigation menu on the top, look for the "Setup" option. Hover over it to expand the Setup menu.

📁 Create Categories

Categories must be created before you can create tickets. Each category requires a type selected from predefined options (Emergency, Breakdown, Inspection, Regular). No default categories exist - you'll create categories that match your organization's workflow.

In the Setup menu, click on "Categories". Click the "Create" button. Enter a descriptive name for your category (e.g., "Preventive Maintenance", "Emergency Repairs", "Hardware"). Optionally add a description. Click "Save".

Common Categories to Create:

Example categories you might create: "Electrical Maintenance" (type: EM), "HVAC Service" (type: RE), "Safety Inspection" (type: IN), "Equipment Repair" (type: BR), "Calibration" (type: RE), "Emergency Response" (type: EM).

👥 Create Groups

Groups define different roles and responsibility areas in your organization. You'll assign users to groups later.

From the Setup menu, click on "Groups". Click the "Create" button. Enter a group name (e.g., "Maintenance Team", "Supervisors", "Operators"). Select a Permission set that matches this group's responsibilities (we'll create permission sets next). Set the group as "Active". Click "Save".

Common Groups to Create:

Examples of groups: Maintenance Team, Supervisors, Operators, Administrators, Quality Inspectors, Logistics Staff.

🔐 Create Permission Sets

Permission sets control what each group can access and do in the system. This determines their level of access to different features.

From the Setup menu, click on "Permissions". Click the "Create" button. Enter a descriptive name (e.g., "Full Access", "Maintenance Only", "Read Only"). Select the appropriate permissions for each module (Locations, Machines, Suppliers, Parts, Units, Settings, Documentation, Reports, Schedule, Manufacturer, Language, Improvements, Status, Group, Category, Premises, Shelf, Inventory, Shift, User, Tickets, Tasks, Inspections, Items, Manifests, Usage, Comments, Activity, Notifications). Set as "Active". Click "Save".

Permission Set Strategy:

Common permission levels: Full Access (view, create, edit, delete everything), Maintenance Access (manage maintenance-related items only), Read Only (view information without making changes), Limited Access (specific areas only).

📏 Create Units of Measurement

Units must be created before you can create Parts. Parts are measured in units, so you need to set up the appropriate units of measurement first (e.g., hours, pieces, kilometers, liters).

From the Setup menu, click on "Units". Click the "Create" button. Enter the unit name (e.g., "Hours", "Pieces", "Kilometers"). Enter a short code for the unit (e.g., "hr", "pc", "km"). Optionally add a description. Set as "Active". Click "Save".

Common Units to Create:

Examples of units: Hours (hr), Pieces (pc), Kilometers (km), Liters (lt), Kilograms (kg), Days (d), Minutes (min).

🏢 Access the Logistics Section

In the main navigation menu, click on "Logistics". This will open the Logistics dashboard where you can manage your physical infrastructure.

🏗️ Understanding Premises

Your first Premises is automatically created when you register your account, using your Company Name as the premises name. A Premises represents a main location or facility and is the top-level organizational unit. All data is scoped to the current premises - you will only see machines, users, units, tickets, locations, and other data that belong to the current premises. You can switch between premises using the premises switcher in the navigation menu.

In the Logistics section, look for "Premises" and click on it. Click the "Create" button. Enter the premises name (e.g., "Main Factory", "Head Office", "Warehouse A"). Enter the address of the premises. Select a currency for financial transactions at this location. Add any notes about the premises (e.g., "Monday-Friday operations"). Click "Save". The system will automatically assign you as the Maintenance Manager.

📍 Create Locations

Locations are areas within your premises. They help organize where your assets are physically located.

In the Logistics section, click on "Locations". Click the "Create" button. Enter a descriptive location name (e.g., "Workshop", "Assembly Line A", "Storage Room 1", "Building B - Floor 3"). Select the Premises this location belongs to. Add any relevant notes or details. Set as "Active". Click "Save".

Location Organization Tips:

Examples of locations: Workshop, Assembly Line A, Assembly Line B, Storage Room 1, Building B - Floor 3, Maintenance Area, Quality Control Lab.

🏭 Create Manufacturers

Manufacturers are the companies that produce your equipment and machines.

In the Assets section, look for "Manufacturers". Click the "Create" button. Enter the manufacturer name (e.g., "Siemens", "Bosch", "ABB"). Add contact information or website if available. Set as "Active". Click "Save".

⚙️ Create Machines

Machines are the individual pieces of equipment you want to manage and maintain.

In the Assets section, click on "Machines". Click the "Create" button. Enter a descriptive machine name (e.g., "CNC Machine 01", "Hydraulic Press A"). Select the location where this machine is located. Select the manufacturer. Enter the machine model and serial number if available. Add specifications (power consumption, dimensions, etc.). Set as "Active". Click "Save".

🚚 Create Suppliers

Suppliers are vendors who provide parts, equipment, or services.

In the Assets section, click on "Suppliers". Click the "Create" button. Enter the supplier name. Add address, contact details, and payment terms if available. Set as "Active". Click "Save".

🔧 Create Parts

Parts are replaceable components used in maintenance and repairs.

In the Assets section, click on "Parts". Click the "Create" button. Enter the part name and description. Assign to a supplier. Set the unit of measurement (you created these earlier). Add part number and cost information. Set as "Active". Click "Save".

👤 Create Additional Users

As an account administrator, you can add team members to the system and assign them to groups with appropriate permissions.

In the main navigation, look for "Users" or "Team Management". Click on "Users". Click the "Create" or "Add User" button. Enter the user's email address and name. Select the group(s) this user belongs to (e.g., "Maintenance Team", "Supervisors"). Set the account as "Active". The user will receive an email invitation to set their password. Click "Save".