Categories, Groups & Permissions
Comprehensive guide to configure categories, groups, permissions, imports, and units of measurement.
The Setup section allows you to configure the foundational elements of your maintenance management system. Here you can define ticket categories, user groups, permission profiles, import bulk data, and manage units of measurement. Proper setup ensures smooth operations and efficient workflow management.
Categories
Categories help you classify and organize work orders (tickets) in your maintenance system. Each category requires a type selection (Emergency, Breakdown, Inspection, or Regular), a descriptive name, expected resolution time, and priority level for better task management and SLA compliance. No default categories exist - create categories that match your organization's workflow.
🏷️ What is a Category?
A category is a classification label assigned to tickets that defines the nature of the maintenance work. Each category must select a type from predefined options (Emergency, Breakdown, Inspection, Regular). Categories help organize, prioritize, and track different types of maintenance requests.
- • Name: A descriptive label for the category (e.g., Emergency, Breakdown)
- • Type: Select from predefined types (Emergency, Breakdown, Inspection, Regular) with corresponding codes (EM, BR, IN, RE)
- • Expected Resolution: Target time to complete tickets in this category (set when creating the category)
- • Priority: Default priority level assigned to tickets in this category
📋 Category Types
Categories can be created freely to match your organization's needs. Each category must have a type selected from predefined options. No default categories are created - you'll set up categories based on your workflow.
| Category | Code | Use Case |
|---|---|---|
| Emergency | EM | Critical failures requiring immediate attention |
| Breakdown | BR | Equipment failures affecting production |
| Inspection | IN | Scheduled inspections and audits |
| Regular | RE | Routine maintenance and minor repairs |
Category Widgets
When viewing a category detail page, you'll find helpful widgets that provide insights about the category's usage and performance.
Category Summary
Displays an overview of the category including its status, priority settings, and key metrics.
- • Shows active/inactive status
- • Displays default priority level
- • Shows SLA resolution target
- • Shows total tickets in this category
Category Tickets Chart
Visual chart showing ticket trends and SLA compliance for this category over time.
- • Displays ticket volume trends
- • Shows SLA compliance rate
🔘 Available Actions
View Details
Opens the category detail page showing all widgets and configuration options.
Edit Category
Modify the category name, short code, expected resolution time, and priority settings.
Toggle Status
Enable or disable the category. Disabled categories cannot be assigned to new tickets.
Delete Category
Permanently remove the category. Note: Categories with existing tickets cannot be deleted.
➕ Creating a New Category
Follow these steps to create a new category:
- 1 Navigate to Setup → Categories from the main menu
- 2 Click the "Create Category" button
- 3 Enter a descriptive name and select a type (EM, BR, IN, or RE)
- 4 Set the expected resolution time in seconds (e.g., 3600 for 1 hour, 86400 for 1 day)
- 5 Choose a default priority level and click Save
Groups
Groups define user roles and team structures in your organization. Each group is associated with a permission profile that determines what actions members can perform.
👥 What is a Group?
A group is a collection of users who share the same role and permissions. Groups simplify user management by allowing you to assign permissions to a role rather than individual users.
Group & Permission Structure:
🔐 Permission Profile
├── 👥 Group (e.g., Admin)
├── 👤 User 1
├── 👤 User 2
└── 👤 User 3
Benefits of using groups:
- • Simplified permission management - change once, apply to all members
- • Clear organizational structure visible in reports and assignments
- • Easy onboarding - just add new users to the appropriate group
📋 Default Groups
The system includes default groups for common organizational roles. Customize these or create new groups to match your structure.
| Group Name | Permission Level | Description |
|---|---|---|
| Admin | Full Access | Full system access including setup and user management |
| Maintenance | Operational | Can manage tickets, assets, and maintenance operations |
| Worker | Basic | Can view and update assigned tickets only |
Group Widgets
The group detail page includes widgets that help you manage group membership and understand the group's configuration.
Group Summary
Displays group information including member counts and associated permission profile.
- • Total users in the group
- • Active vs inactive member counts
- • Associated permission profile name
Group Permissions
Shows the permission profile assigned to this group and its access levels.
- • Permission profile name and status
- • Summary of key capabilities
Group Users Table
Lists all users belonging to this group with their status and key information.
- • All group members with status indicators
- • Quick actions to manage membership
➕ Creating a New Group
Follow these steps to create a new group:
- 1 Navigate to Setup → Groups from the main menu
- 2 Click the "Create Group" button
- 3 Enter a descriptive name for the group
- 4 Select a permission profile and click Save
Permissions
Permissions control what actions users can perform on different resources in the system. Permission profiles group these settings and are assigned to groups.
🔐 What is a Permission Profile?
A permission profile defines access levels for each system resource (assets, tickets, users, etc.). Each resource can have a different permission level, giving you fine-grained control over what users can do.
Permission Levels (highest to lowest):
Permission Levels
Each resource in the system can be assigned one of six permission levels. Higher levels include all capabilities of lower levels.
Delete
Full access - can create, view, update, and permanently delete records
Update
Can create, view, and modify existing records but cannot delete
Create
Can create new records and view existing ones, but cannot modify or delete
View
Can view individual record details but cannot create, modify, or delete
View Any
Can only see lists of records without access to individual details
Denied
No access to this resource - menu items and features are hidden
Permission Widgets
The permission profile detail page includes widgets to help you understand and configure access levels.
Permission Summary
Shows an overview of the permission profile including its status and usage statistics.
- • Active/inactive status
- • Terminal permission indicator
- • Number of groups using this profile
Permission Details Table
Comprehensive table showing permission levels for each system resource.
- • All system resources listed
- • Current permission level for each resource
- • Color-coded legend for quick reference
⚙️ Special Permission Behaviors
- Terminal Permissions: Some profiles are marked as "terminal" meaning users cannot escalate beyond their assigned level.
- Inherited Access: Higher permission levels automatically include all lower-level capabilities.
- Hidden Features: Resources with "denied" access are completely hidden from the user interface.
💡 Tip: Start with the most restrictive permissions and only grant additional access as needed. This follows the principle of least privilege and improves security.
Imports
The Imports feature allows you to bulk import data from CSV files, saving time when setting up your system or migrating from another platform.
📥 What are Imports?
Imports let you upload CSV (Comma Separated Values) files containing data for assets, locations, parts, and other system entities. The system will validate and create records automatically.
- • Quickly populate your system with existing data
- • Migrate from spreadsheets or other maintenance systems
- • Bulk update existing records with new information
📋 How to Import Data
Follow these steps to import data:
- 1 Navigate to Setup → Imports from the main menu
- 2 Select the data type you want to import (e.g., Assets, Locations)
- 3 Download the template file to see the required format
- 4 Fill in your data following the template structure and upload the file
- 5 Review the validation results and confirm the import
⚠️ setup.note: Always backup your data before importing. Review the validation results carefully to catch any formatting errors before confirming the import.
Units
Units of measurement ensure consistency when recording quantities, dimensions, and other measurable values throughout the system.
📏 What are Units?
Units are standardized measurements used when recording data about assets, parts, work orders, and more. Having consistent units ensures accurate reporting and inventory management.
- • Asset specifications (dimensions, weight, capacity)
- • Part inventory (quantities, packaging)
- • Work order labor hours and materials used
- • Sensor readings and IoT data
Common Unit Types
Length
mm, cm, m, inches, feet, yards
Weight
g, kg, lbs, tons, ounces
Volume
ml, l, gallons, cubic meters
Time
seconds, minutes, hours, days
Temperature
°C, °F, Kelvin
Pressure
PSI, bar, kPa, atm
Count
pieces, units, boxes, pallets
Power/Energy
W, kW, HP, kWh, BTU
➕ Creating a New Unit
Follow these steps to create a new unit:
- 1 Navigate to Setup → Units from the main menu
- 2 Click the "Create Unit" button
- 3 Enter the unit name and abbreviation
- 4 Select the unit type (length, weight, etc.) and click Save
📚 Quick Reference
🏷️ Categories
- • Use short codes for quick identification
- • Set realistic resolution times for SLA tracking
- • Disable unused categories instead of deleting
- • Review category performance metrics regularly
👥 Groups
- • Keep groups aligned with organizational roles
- • Assign one permission profile per group
- • Review membership when employees change roles
- • Use descriptive names for easy identification
🔐 Permissions
- • Apply least privilege principle
- • Test permissions with a test user account
- • Document custom permission profiles
- • Review permissions during security audits
📏 Units
- • Use standard abbreviations for clarity
- • Create units for all measurement types you use
- • Avoid duplicates with different spellings
- • Consider regional preferences (metric vs imperial)
🆘 Need Help?
If you encounter any issues while configuring your setup options, please reach out to your system administrator or consult the main documentation.
Remember: Proper initial setup saves time and prevents issues down the road. Take the time to configure categories, groups, and permissions correctly from the start.