Admin settings
Manage system particular settings.
By Rubin and 2 others3 authors107 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 mobileAssign users to units so they can view, approve, and release jobs and quotes in the mobile version of Access Maintain.
- Add new work types and equipment typesAdministrators can create new work types and equipment types from the Admin area.
- 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 unitDefine 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 limitsUpdate the spending thresholds for quotes and callouts to ensure the correct level of approval is applied to the units.
- Update unit attendance instructionsAdd attendance instructions to a site so contractors receive essential information before they visit.
- Site Arrival ChecksConfigure the health and safety questions contractors must complete on arrival before starting maintenance work.
- Upload and manage site documentsAdd and manage site documents such as fire exit plans or licences to keep unit information organised and accessible.
- Customise terminologyReplace the default tenant and landlord terms with wording that matches your organisation's preferred language.
- 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 an issue where a Head Office user cannot authorise an order despite having the correct authorisation limit.
- Change company detailsUpdate company information, invoicing address, phone number visibility, and the login page logo.
- Enable the Odd Jobs functionalityEnable the odd jobs feature so contractors can view and complete a list of smaller or irregular tasks for a unit.
- Manage equipment response timesUpdate or add response times for specific equipment types to ensure the correct service levels are applied.
- Allow user groups to allocate in-house jobsGive a user group permission to allocate in-house jobs or raise external callouts from the In-house Settings.
- Enable user group review before releaseConfigure a user group to review and approve callouts or quotes before they are released to a contractor.
- Manage authorisation sequenceConfigure the order in which user groups approve quoted and supply only orders, separately for each sequence.
- Import unit instructionsImport instructions for multiple units at once so they appear automatically as notes on all related orders visible to contractors.
- Manage tiers in support teamsAdd and configure tiers within the Property Team or Ops Support Team to define levels of responsibility and assign the correct user groups.
- View the unit spend dataMonitor financial commitments, accruals, and budget variance for a unit from the Spend area.
- Check the remaining budget for a unitReview budget availability when releasing a callout to confirm sufficient funds are in place before the job is approved.
- Set up tenanted sitesEnable tenanted sites, assign them to unit types or brands, and create a dedicated GL code for financial tracking.
- Mark messages as Read in site viewAs a unit user you can mark messages as read from the unit view.
- View Unit detailsAs a unit user you can find more information about the unit like upcoming PMV visits and site documents.
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.
- Manage 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.
- Enable mandatory pictures 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.
- Allocate an in-house job to an engineerAllocate in-house orders to engineers, including steps to re-assign jobs and enable auto-allocation for single-engineer sites.
Quotes
Manage your settings for quotes.
- Enabling fixed price quotesAllow a specific agreed amount to be set on a quote, rather than letting contractors claim up to a maximum value.
- 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 requestsYou 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 competitive quotesControl whether Unit Managers are required to select more than one contractor when raising a quote request.
- Review the quotes before authorisationRequire a selected user group to review quotes before they are authorised, to ensure only necessary and appropriate works are approved.
- Purchase order stuck after approvalWhat to do when a purchase order cannot progress after approval due to a pending quote request.
- 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 imagesUse the Excel template to update supply-only item images across multiple items at once, without editing each record individually.
- No problem types available errorWhat this error means and what information to include when contacting support so the issue can be resolved quickly.
- Review and select a received quoteYou can review and approve quotes to progress them to a purchase order.
- Review and authorise extra cost requestsApprove or reject additional cost requests submitted by a contractor on a completed quoted works order.
- 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.
- Upload an attachment to a quoteAdd attachments to quotes in Access Maintain, including which file formats are supported and how to upload additional file types after the quote is created.
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 orderConfirm delivery of materials or replacement parts when no engineer visit is required to close out the order.
- 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.
- Place an order on holdYou can place orders on hold for further information from the unit managers.
- Release and Approve ordersManagers are able to review, approve, and release orders that fall within the units they are assigned to.
- Place or cancel ordersYou can request a contractor to complete repairs or other tasks by placing a callout to a specific location.
- Place supply only orderYou can place supply only orders directly with approved suppliers.
- Raise odd jobsThe odd jobs feature allows you to create a list of tasks for a contractor and place a callout for them.
Contractors
Manage new or existing contractors
- Setting up a primary contractorAssign or update the primary contractor for a trade type within a zone so 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 contractorAdd new contractors, manage invitations, approve applications, and configure coverage and documentation.
- 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.
- Configure a contractor for a single siteRestrict a contractor to one site by creating a brand, linking it to the unit, and enabling the contractor for that brand only.
- Manage 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 orders have different attendance fees and how they are calculated based on callout type and timing.
- Enable a contractor for a PMV contractEnable a contractor for PMV work and configure the specific PMV types they are eligible to carry out.
- Manage warranty contractors for an assetMake a contractor available for warranty contractor selection by updating their trade or item type settings.
Asset Management
Manage assets for the entire estate
- View disposed assetsYou can view disposed assets in Asset Management to review items that have been removed from use.
- Add and manage assetsYou can use the asset management feature to edit and manage equipment across estate.
- Scan an asset QR code to place an orderUse the mobile app to scan an asset QR code and raise a callout or quote directly from your device.
- Unable to raise orders for Coffee Machines or LiftsExplains why orders for Coffee Machines or Lifts require an asset to be added on site before they can be raised and directs users to asset management guidance.
- Manage asset-managed equipment typesMark or unmark equipment types as asset-managed directly from the Admin area.
Supply Only
Manage supply only parts and orders
- Edit a Supply Only orderUpdate a supply-only order in Unit View, including recording deliveries and understanding editing permissions by user type.
- Update a Supply Only itemEdit product codes and item details in the Supply Only Product Catalogue to ensure accurate tracking and accounting.
- Add a supply-only category and sub-categoryCreate and organise supply only categories, sub-categories, and individual items within the Product Catalogue
Troubleshooting
Check what might cause different issues on the system
- Troubleshooting system errorsYou can troubleshoot any errors that might appear when opening the Maintain app.
- Fix the desktop view of the iPadAccess Maintain can have issues opening on iPads because Safari’s privacy settings block cookies and cross-site tracking. This guide shows how to adjust those settings, so the app works properly.
- Troubleshooting performance issuesDiagnose performance issues in Access Maintain and provide the right details for further support if problems continue.