User groups define each user’s role and the permissions they have in the system.

Add a new user group

From the Admin area, click User Settings.
Click Add New User Group.
Unlock the green padlock icon.
From the Department list, select the required department.
Enter the user group name.
Click Save.

Configure a user group

To configure the user group settings for specific access and permissions, follow the steps below:

From the Admin area, click User Settings.
Select the required user group.
Unlock the green padlock icon.
Select the required permissions:
- Yes: To enable the permission.
- No: To disable the permission.

Control user visibility of units

Users can always see and access the units they are allocated to, regardless of other permissions. However, there is a user group setting that controls whether their view is limited only to those allocated units or if they can also see all other units in the system. Adjusting this setting gives organisations flexibility over how much visibility each user group has.

To update this setting, please follow the steps below:

From the Admin area, click User Settings.
Select the required user group.
Unlock the green padlock icon.
Find the option labelled Restricted to only viewing allocated units and choose one of the following:
- Yes: Users in this group can only see the units they are allocated to.
- No: Users in this group can see all units, not just the ones they are allocated to.
Click Save.

Edit permission to release callouts

User groups can be permitted to release callouts. This determines whether members of that group can authorise and issue callouts to contractors. Adjusting this setting helps organisations control which users have the authority to release urgent work orders.

To access and amend the permission to release callouts:

From the Admin area, click User Settings.
Select the required user group.
Unlock the green padlock icon.
Find the option labelled Permitted to release callouts, and choose one of the following:
- Yes: Users in this group can release orders.
- No: Users in the group will not be able to release orders and will require another person to release the order for them.
Click Save.

If the option is not available, this is due to the setting "Percentage of budget spend authority" that can limit the user's release.

To fix this, please follow these steps:

From the Admin area, click User Settings..
Select the required user group.
Unlock the green padlock icon.
Find the option labelled Percentage of budget spend authority.
- If the budget is set to 0% the system does not allow the user to release any orders, as he has no right to the budget.
Set the budget to anything more than 0%.
Click Save.

📌 Note: If a unit has a £1,000 budget and the user has a 10% authorisation limit, the system will only allow them to release orders up to £100.

Edit user group authorisation limit

Authorisation limits define the maximum order value a user group is allowed to approve. Updating these limits ensures that approvals follow your organisation’s financial controls and responsibilities.

From the Admin area, click User Settings.
Select the user group you want to update.
Unlock the green padlock icon.
Next to the Authorisation limit field, enter the required value.
Click Save.

The new limit applies immediately and affects all users assigned to that user group.

Grant access to the Finance tab

If a user cannot see the Finance tab, an admin will need to update their User Group permissions. Follow the steps below to enable access:

From the Admin area, click User Settings.
Select the user group you want to update.
Unlock the green padlock icon.
For the setting, Permitted to access Financial Home Page, select:
- Yes, the users in the group can view the Finance area.
- No, the users cannot view the page.
Click Save.

Once updated, all users assigned to that User Group will see the Finance tab when they log into Access Maintain.

📌 Note: Only grant this permission to users who need access to financial information such as budgets, invoices or spending reports.

Assign the permission to a user group

User groups, control permissions and access levels for different types of users. To update user group settings, a user must have the permission to edit user group settings enabled. If this permission is not assigned, the option to amend group settings will not appear.

To assign the permission to a user group, please follow the steps below: