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Admin settings

Manage system particular settings

3 authors96 articles
Create news bulletinsYou can create news bulletins to share updates and important information with contractors, units, or both.
Check equipment type links in Trade analysisCheck which equipment types are linked to each trade type using Trade analysis in Access Maintain.
Configure hot works permit checksYou can enable a feature that allows contractors to indicate whether a hot works certificate is required.
Managing asbestos reportsYou can manage asbestos information by uploading reports for sites where asbestos is present or updating the status.
Manage order statusesYou can manage order statuses on all type of situations where the status might not be the correct one.
Orders not visible on mobileLearn how to assign users to units so they can view, approve, and release jobs and quotes in the mobile version of Access Maintain.
Add new equipment types and work typesYou can request the support team to add new work type and equipment type to the system
API key managementCreate, manage, and revoke API keys to securely connect external applications using the same permissions as your user account.
Access Maintain API capabilitiesRaise and manage maintenance orders, browse unit repair options, access contractor jobs, and retrieve finance reports and payment files, all through secure API integrations with Access Maintain.

Units & sites

Manage your settings for units and sites.

Create a new unit or siteYou can create and manage units and sites to ensure they have the correct details
Add or amend rooms to a unit.You can define and manage specific rooms within unit areas to better organise equipment and tasks across different spaces.
Manage unit brand typesYou can manage the units and the brand types to define what areas for work are available
Manage unit authorisation limitsYou can update the authorisation limits for each unit for callouts and quotes.
Update unit attendance instructionsYou can add attendance instructions to a site so contractors receive important information before attending.
Site Arrival ChecksYou can configure the health and safety questions that contractors must complete on site arrival before starting maintenance work.
Upload and manage site documentsAdd and manage site documents like fire exit plans or licenses to keep unit information organised and accessible.
Customise terminologyYou can update the tenant and landlord terminology to match your organisation’s preferred wording.
System login URLs and email addressesInternal users and contractors use different login URLs. The email address used for system notifications depends on the type of user.
Fix head office order authorisation issueResolve issues where a Head Office user cannot authorise an order despite having the correct authorisation limit.
Change company detailsYou can update your invoicing address and company information.
Enable the Odd Jobs functionalityYou can enable the Odd jobs feature for the units to make a list of jobs for the contractors.
Manage equipment response timesYou can edit or add response times for specific equipment types in unit settings to ensure service levels are correctly applied.
Allow user groups to allocate in-house jobsEnable user groups in Access Maintain to allocate in-house jobs or raise external callouts by adjusting permissions in the In-house Settings.
Enable user group review before releaseYou can configure user groups to review and approve callouts or quotes before they are released.
Manage authorisation sequenceYou can manage the normal authorisation sequence and the supply-only authorisation sequence separately, depending on how your organisation processes approvals.
Import unit instructionsYou can import instructions for multiple units at once and automatically display them as notes on all related orders visible to contractors
Create and manage tiers in support teamsYou can add a new tier to either the Property Team or Ops Support Team.
View the unit spend dataYou can access the Spend area from the unit view, where a graph displays committed, accrued, and P&L charge figures.
Check the remaining budget for a unitReview budget availability when releasing a callout to ensure that sufficient funds are in place before the job is approved.
Set up tenanted sitesEnable tenanted sites in Access Maintain, assign them to unit types or brands, and create a dedicated GL code for financial tracking.

Callouts

Manage your callout settings.

Manage contractor auto selection for calloutsYou can enable or disable automatic contractor selection to let the system allocate the best performing contractor.
Managing quote requests from calloutsYou can allow contractors to raise quote requests directly from callout orders by updating contractor settings.
Setting up additional callout questionsYou can add additional questions to callouts for specific equipment types, allowing unit users to provide responses that contractors can use to complete the work efficiently.
Set up a mandatory picture for a calloutEnsure contractors have the right context before attending site by requiring users to upload an image when raising a callout.
Manage auto-released calloutsYou can view orders that are being released automatically by the system and configure the bypass option.
Manage trade-specific response timesYou can configure contractor response times for each equipment type to control which options appear when raising callouts.
Manage Health & Safety flagged ordersYou can set up flag-specific callouts for Health and Safety.
Error uploading a PDF file greater than 5MBExplains the PDF file size limits for uploads, provides guidance on compressing large files, and notes an exception for Electrical Inspection Testing documents, which allow uploads up to 20 MB.
Edit the parts of an orderThis setting allows admins to update the parts on an order, including quantities and prices. It's useful when parts need to be corrected or adjusted before the order is processed.
Edit an orderAmend an order in the system using the Admin screen, with step-by-step instructions and guidance on what to do if you need further support.
Flag and track ordersYou can enable and use flagged orders to track and report on specific categories, or other exceptional costs.
24-hour order showing as an emergency calloutLearn why a 24-hour callout may show as an emergency in contractor notifications when weekend attendance is required for business-critical equipment.
Link PMV remedial workContractors can confirm whether a job is complete when logging a visit, and if further work is needed, they can raise a quote or remedial.

Quotes

Manage your settings for quotes.

Enabling fixed price quotesYou can enable fixed price quotes for the contractors to not add extra work.
Change quote settings to require releaseYou can update the user group responsible for releasing quotes ensuring quotes are reviewed internally before being sent to contractors.
Allow extra cost requests on approved quotesYou can enable the contractor Extras feature to allow contractors to request additional costs on approved quoted works orders
Auto-cancel quote requestsAdjust the setting that automatically cancels quote requests if they are not responded to within a specified timeframe.
Allow units to raise a quoteYou can manage whether the units are allowed or not to raise quotes.
Enable or disable competitive quote requirementYou can control whether Unit Managers must select more than one contractor when raising a quote request by enabling or disabling the competitive quote requirement.
Review the quotes before authorisationYou can require selected user groups to review quotes before they are authorised.
PO shows as a quote request after approvalSteps the contractor needs to take to move a purchase order forward when it is stuck on 'Request quote' after being approved.
Allow contractors to reduce the order valueYou can enable contractors to adjust the value of quoted orders.
Remove parts from a supply only orderSteps to follow when parts in a supply-only order are no longer needed due to scope changes or errors.
Supply Only order splitting into multiple ordersYou can prevent supply only orders from splitting by aligning GL codes and budget lines.
Bulk update supply-only item imagesThis article explains how to update supply-only item images in bulk using the Excel template for a supplier, including downloading the template, editing image file names, and uploading the updated…
Error no problem types available when updating quote account codeThis article explains why the error appears when changing the account code on a quote in Access Maintain and what details to provide when raising a support case so the…
Review and select a received quoteYou can review and approve quotes to progress them to a purchase order.
Review and authorise extra cost requestsAs an admin you can approve or reject quote extras from the contractors
View quotes across all sitesYou can view and export all quotes raised across all sites from the Group area.
Query an approved quoted orderAs an admin, you can query an approved quoted order and send it back to the contractor for additional information.

Orders

Everything about orders to get you started

Orders awaiting releaseYou can use the Release Requests report to see all orders that are awaiting release, helping you track outstanding approvals before jobs are issued to contractors.
View order notesView and add notes on an order from Site View or the Admin area, depending on your access level.
Order description character limitYou can manage order information effectively by keeping descriptions within the 900-character limit and using attachments for any additional details.
No options available when selecting equipment on a calloutYou can resolve issues where no equipment options appear on a callout by checking whether the equipment type is asset managed and ensuring the required assets are set up.
Undo an On-Site status on an orderYou can undo an On-Site order status if a visit was logged by mistake, so you can record the correct arrival or visit.
Change the budget for an orderYou can change the budget (accounting type) assigned to an order when it has been raised under the wrong category.
Undo a PMV approvalYou can update the status of an approved PMV order to correct a mistake made during the approval process.
Undo the last visit in a PMV orderYou can undo the last visit on a PMV order, with different outcomes depending on whether the order is in Approved or Incomplete status.
Change response times after a callout has been raisedYou can change the response time on a callout before it is released to the contractor.
Add notes and photos to completed ordersOnce an order has been completed you can still add relevant notes
Check linked ordersView linked orders, such as quotes or remedials that originate from an initial callout.
Recall order processYou can differentiate recall orders by the R at the end of the order number. These follow-up orders are free of charge and sent straight to the contractor to complete…
Process a parts-only orderYou can mark parts-only orders as received to confirm delivery and keep order records accurate.
Unable to place a recall after a completed orderSet the recall window in Contractor Settings to allow re-attendance on completed orders within a defined timeframe.
Chase contractors overdue ordersYou can send a chase message to contractors directly from the job details when a visit is overdue.
Reduce cost or credit an orderYou can reduce the cost of an order before it is paid or raise a credit if the order has already been paid.
Troubleshoot a locked orderExplains why an order becomes locked and what to do when another user is editing it at the same time.

Contractors

Manage new or existing contractors

Setting up a primary contractorThis article explains how to assign or update primary contractors for specific trade types within designated zones, ensuring the correct contractor is prioritised when new jobs are raised.
Manage contractor rate settingsAdd or update contractor rates, unlock and edit the rates screen, and access guidance on attendance fees and trade-specific rates.
Add and approve a new contractorYou can add a new contractor and approve them by following the steps in this article.
Manage contractor insurance.You can correct an incorrect expiry date on a contractor’s insurance certificate without requiring the contractor to upload a new document.
Configuring contractors for a single siteRestrict a contractor to one site by creating a brand, linking it to the unit, and enabling the contractor only for that brand.
Adjust contractor response timeAdjust emergency and non-emergency response times, including unit working hours that define when a contractor’s out-of-hours period begins and ends.
View and approve contractor insurance certificatesReview and approve contractor insurance certificates to confirm compliance, view uploaded documents, and correct details such as expiry dates when needed.
Attendance fees and the calculation rates on ordersUnderstand why the orders have different rates even and how they are calculated.
Enable a contractor for a PMV contractEnable a contractor for PMV work and configure the specific PMV types they can carry out.
Manage missing contractors from the Warranty selectionMake a contractor available as a Warranty Contractor for an asset in Access Maintain by updating their trade or item type settings.