MaintIQ is designed for shared use across a maintenance crew. Admins invite teammates, choose a role for each person, and optionally scope their access to specific Facilities. This article walks through the whole flow and explains the three built-in roles in detail.
Open the People tab
Navigate to Admin → People. You will see every active member of the current company along with:
- Their role badge (Technician, Admin, Super Admin).
- The Facilities they have access to.
- Their last sign-in timestamp.
- A status pill: Active, Pending invite, or Deactivated.
Send an invite
- Click Invite member.
- Enter the teammate's work email address. Personal email addresses work too, but auditing is cleaner with a corporate domain.
- Choose a role (see the role guide below).
- (Optional) Pre-select the Facilities they should see.
- Click Send invite.
MaintIQ emails an invitation immediately. The recipient clicks the link, sets a password, and is dropped on the Dashboard already inside your company workspace. They show up in the People list as Active the moment they finish signup.
The three roles in detail
Technician
The default field role. Technicians can:
- See the Dashboard and complete daily, weekly, and monthly tasks.
- Add photos, notes, readings, and subtask checkmarks.
- Open and read published SOPs.
- Create and update work orders assigned to them or their team.
- View their own history.
Technicians cannot access the Admin panel, edit SOPs, change user roles, or view Insights for other people.
Admin
The site-management role. Admins can do everything a Technician can do, plus:
- Open Insights to review productivity across the whole team.
- Open Admin to add Facilities, invite users, change roles, and edit company settings.
- Create, edit, publish, and version SOPs.
- Reassign work orders, mark missed tasks as excused, and edit historical entries within a 24-hour window.
- View History for the entire Facility, not just their own work.
Keep the number of Admins small — typically one per Facility plus a global owner.
Super Admin
Reserved for MaintIQ staff and your account owner. Super Admins can transfer ownership, access billing, and execute destructive actions (purge a Facility, hard-delete a user). Most teams need exactly one Super Admin: the person who pays the bill.
Scoping access to specific Facilities
By default, a new member sees every Facility in the company. To restrict access:
- Open the member's row in Admin → People.
- Click Edit access.
- Uncheck Facilities the member should not see.
- Save.
A member with access to a single Facility lands on it automatically at sign-in and never sees the Facility switcher.
Change roles, deactivate, or remove members
- Change role: click the role badge on a member row and pick a new role. The change takes effect on the user's next page load.
- Deactivate: click the trash icon and choose Deactivate. The member can no longer sign in but all their historical work stays in History, Insights, and exports.
- Permanently delete: only Super Admins can do this, and only after deactivation. Deletion removes the user record but anonymises their historical entries to
Removed userso audit trails remain intact.
Tips for healthy team management
- Use real names, not nicknames. Audits, shift handoffs, and compliance reports all reference the display name.
- Disable instead of delete. Six months after a tech leaves, you may still need to prove who logged a specific reading.
- Audit the People list quarterly. Stale Admin accounts are the most common cause of accidental SOP overwrites.
FAQ
Can a Technician be an Admin on one Facility and a Technician on another? Not today. Roles are company-wide. Use Facility access scoping to limit what a Technician sees instead.
What happens if I invite someone with an email that already has a MaintIQ account? They receive a link to join your company workspace from their existing account, no second signup required.
How do I transfer ownership? Only the current Super Admin can transfer ownership from Admin → Company → Transfer ownership. The new owner must already be an Admin in the workspace.