Admin users oversee the setup, structure, and smooth running of Access Maintain across the organisation. From adding new users and configuring units to managing contractors, PMV schedules, and organisation-wide reporting, the admin view provides full visibility and control. This guide introduces the key areas admins use to configure the system and support unit operations.
Manage users and access
Admin users are responsible for creating accounts, assigning user roles, and ensuring every employee has the correct level of visibility within Access Maintain.
In this section, you will learn how to:
Assign users to units and unlock their access.
Manage user groups
User groups help structure access across the system and ensure users only see the orders, units, and actions relevant to their role. Groups define what users can do, including raising orders, approving quotes, or viewing financial data.
You will learn how to:
Add new user groups or change existing ones when new roles or responsibilities are introduced.
Add and manage contractors
Contractors are central to how maintenance work is carried out. Admin users can add new contractors, manage their details, set up site coverage, and control which order types they can receive.
This section includes:
Configure which units and postcodes a contractor covers.
Add and configure units
Units represent the physical sites managed within Access Maintain. Admins ensure each unit contains up-to-date information that supports accurate ordering, reporting, and compliance.
In this section, you will learn how to:
Update key information such as asbestos details, certificates, contact numbers, and documents.
Manage unit authorisation limits to set spending thresholds for each site.
Manage the authorisation sequence to control how orders are reviewed and approved.
View the unit spend data to monitor costs and budget usage across your sites.
Set up Planned Maintenance Visits (PMVs)
PMV schedules ensure recurring maintenance tasks are completed on time. Admins configure how visits are planned, allocated, and logged.
You will learn how to:
Manage and view visit schedules across multiple units.
Configure system settings
Admin users can customise how Access Maintain works for the entire organisation. This includes rules for order creation, quotes, end-of-period processes, and compliance.
This section explains how to:
Adjust finance settings such as budgets, approval limits, and processing rules.
Configure order types, callout rules, competitive quotes, and emergency workflows.
Manage certificate types, document requirements, and compliance settings.
Apply system-wide controls for user behaviour and reporting.
Callout settings
Admin users control how callouts are raised, routed, and managed across the organisation. This section covers the key configuration options for callout behaviour.
In this section, you will learn how to:
Manage contractor auto selection for callouts to streamline how jobs are assigned.
Manage auto-released callouts to control which jobs are released automatically.
Set up additional callout questions to capture the right information when orders are raised.
Manage trade-specific response times to set SLA expectations by trade type.
Manage Health & Safety flagged orders to review and action compliance-related jobs.
Manage orders
Admin users oversee the full order lifecycle, from approving and releasing jobs to placing holds when work needs to pause.
In this section, you will learn how to:
Release and approve orders to progress them through the workflow.
Place an order on hold when work needs to be paused or deferred.
Quotes
Admin users configure how quotes work across the organisation and review them before they are authorised or progressed.
In this section, you will learn how to:
Enable competitive quotes to allow multiple contractors to quote on the same job.
Allow units to raise a quote directly from the unit view.
Change quote settings to require release before a quote is sent to a contractor.
Review quotes before authorisation to check costs and approve or reject contractor submissions.
View quotes across all sites for a full picture of outstanding and approved quotes.
Review and authorise extra cost requests submitted by contractors during a job.
Organisation-wide reporting
Admins have access to reports that provide insight into maintenance activity, contractor performance, financial tracking, and compliance across all units.
You will learn how to:
Access and export reports for orders, visits, quotes, and performance KPIs.
Filter data by date, unit, contractor, or order type.
Use finance reports such as Paid Orders and Accrual reports
Review outstanding orders, overdue visits, and unit compliance.
Support and troubleshooting tools
Admins often support unit users by reviewing access, checking order issues, and helping with system queries.
This section covers how to:
View and troubleshoot unit or user issues, such as orders not visible on mobile.
Review system logs such as contractor notes, visit history, and order actions.
Support users by confirming the correct permissions or settings assigned to their user group.
Notification preferences
Admins can control how notifications are delivered across the organisation.
You will learn how to:
Adjust settings for email alerts, visit updates, and order status changes.
Apply restrictions so only essential notifications are sent.