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:
Adjust groups 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:
Managing which units and postcodes they cover.
Assigning order types, attendance fees, and work categories.
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:
Assign and manage unit users.
Set up PMVs (Planned Maintenance Visits)
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 visit schedules across multiple units.
Review completion rates and check outstanding visits.
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.
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.
Review system logs such as contractor notes, visit history, and order actions.
Support users by confirming the correct permissions or setting
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.