User group permissions determine what each user can see and do in Access Maintain. The settings below can all be updated from the same location in the Admin area.

Update user group permissions

Follow the steps below to access and update the permissions for a user group.

From the Admin area, click User Settings.
Select the required user group.
Unlock the green padlock icon.
Locate the relevant permission and set it to Yes to enable or No to disable.
Click Save.

The sections below explain the key permissions available and what each one controls.

Control unit visibility

The Restricted to only viewing allocated units setting controls whether users can see all units in the system or only the ones they are allocated to.

Yes - Users can only see the units they are allocated to.
No - Users can see all units in the system.

Permission to release callouts

The Permitted to release callouts setting controls whether users in the group can authorise and issue callouts to contractors.

Yes - Users can release orders.
No - Users cannot release orders and will require another user to release on their behalf.

If the option is not available, it may be due to the Percentage of budget spend authority setting. If this is set to 0%, the system will not allow the user to release any orders, as they have no budget authority. Set this to any value above 0% to resolve the issue.

📌 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.

Authorisation limit

The Authorisation limit field defines the maximum order value a user group can approve. Updating this ensures approvals follow your organisation's financial controls.

Enter the required value next to the Authorisation limit field and click Save. The new limit applies immediately to all users in that group.

Access to the Finance tab

The Permitted to access Financial Home Page setting controls whether users in the group can view the Finance area.

Yes - Users can view the Finance area.
No - Users cannot view the Finance area.

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

Permission to edit user group settings

The Permitted to edit user group settings setting controls whether users in the group can amend user group settings. If this permission is not assigned, the option to amend group settings will not appear.