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Adding & managing sites

Add new sites before adding assets & manage who has access to them

Written by Gui Rego
Updated today

Adding sites

Sites are where assets will be located and, depending on your unique requirements, can be a physical location, or a virtual one.

To add a site:

  1. Navigate to Equipment > Sites;

  2. Click New site;

  3. Nominate the Title and Timezone of the site;

  4. Nominate any further details related to the site, as desired;

  5. Click Save. The Users and Stores tab will be enlivened (see below)

Permitting users to access sites

Before any users (other than Administrators) can engage with a site (eg. add new tasks) they must first have permission to access the site. This is also how you can prevent individual users from engaging with tasks on particular sites, if desired.

There are two methods to permitting users to access a site; by editing the user settings, or by editing the site settings.

To permit users to access a site via the site settings:

  1. Navigate to Equipment > Sites, and click the site to be edited;

  2. Click the Users tab;

  3. Click Add users;

  4. Filter for and then check the box next to the applicable user/s that are to be given access;

  5. Click Confirm;

To permit users to access a site via the user settings:

  1. Navigate to Settings > Users, and click the user to be edited;

  2. Click the Sites tab;

  3. Click Add sites;

  4. Filter for and then check the box next to the applicable site/s that are to be given access;

  5. Click Confirm;

TIP: Access can also be granted during the process of inviting a new user into your instance of Maintainly.

Linking sites & stores

Before any materials can be consumed in a task, you'll first need to define which stores a given site is permitted to consume inventory from.

To permit sites to consume inventory from a store:

  1. Navigate to Equipment > Sites, and click on the site to be edited;

  2. Click the Stores tab;

  3. Click Add stores;

  4. Filter for and then check the stores that are applicable to the site;

  5. Click Confirm;

TIP: During the process of completing a task, users must nominate the store from which inventory is to be deducted for any materials that are consumed. Therefore, associating too many or non-applicable stores to a single site can increase confusion for users as well as increase the potential for data entry errors (eg. material consumption from an incorrect store).

Manage customers & their sites

The sites functionality can also be used to define who your customer is.

The suggested format for referencing the customer in the site name is as follows:

  1. Customer_SiteName, or;

  2. SiteName (Customer)

Alternatively, some Maintainly users might choose to use the customer name as the Site name, and then add each of that customer's sites as sub-assets (child assets).

The preferred option will depend on how both technician users might find the correct customer or site, as well as how administrator users might filter data in the future based on the customer name.

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