Roles and permissions

Every user has one role, and it decides what they can do. Where they can do it is a separate question, answered by which facilities they’re assigned to.

Admin manages the people in their company and can do everything a Manager can, plus a few Admin-only actions.
Manager changes facility settings and uses Finance, but doesn’t manage users.
Technician and Tenant have the same permissions. Facility notification settings treat them as separate groups (Notify all Technicians and Notify all Tenants), so choose the one that describes the person.
Viewer can look but can’t change anything. If someone signs up on their own, they start as a Viewer.

To give someone a different role, see Change a user’s role or details.

Work orders

These apply at facilities the person can reach.

Action	Admin	Manager	Technician	Tenant	Viewer
See work orders, notes and attachments	Yes	Yes	Yes	Yes	Yes
See a work order’s history	Yes	Yes	Yes	Yes	Yes
Print work orders	Yes	Yes	Yes	Yes	Yes
Create a work order	Yes	Yes	Yes	Yes	No
Edit a work order, change its status or close it	Yes	Yes	Yes	Yes	No
Assign a work order	Yes	Yes, see limits	Yes, see limits	Yes, see limits	No
Add notes	Yes	Yes	Yes	Yes	No
Delete notes	Any note	Any note, see limits	Their own	Their own	No
Upload attachments	Yes	Yes	Yes	Yes	No
Delete attachments	Their own	Their own	Their own	Their own	No

None of these roles can delete a work order.

Facilities

Action	Admin	Manager	Technician	Tenant	Viewer
Open the Facilities page	Yes	Yes	No	No	No
Create a facility	Yes	Yes	No	No	No
Edit a facility’s name, address, lease info or task types	Yes	Yes	No	No	No
Change a facility’s notifications or completion rules	Yes	Yes	No	No	No
Assign users to a facility	Yes	Yes, see limits	No	No	No
Disable or enable a facility	Yes	No	No	No	No

Users

Admins can only manage people in their own company.

Action	Admin	Manager	Technician	Tenant	Viewer
Open the Users page	Yes	No	No	No	No
Invite or add users	Yes	No	No	No	No
Change a user’s details, role or password	Yes	No	No	No	No
Disable or enable a user	Yes	No	No	No	No

Finance

Action	Admin	Manager	Technician	Tenant	Viewer
Use Overview, Projects, Vendors, Invoices, Agreements and Purchase Orders	Yes	Yes	No	No	No
Approve a purchase order or send it back	Yes	No	No	No	No
Change PO settings	Yes	No	No	No	No
Void an invoice or undo a void	Yes	No	No	No	No
Deactivate or reactivate a vendor	Yes	No	No	No	No
Delete a project, invoice, payment, service agreement or purchase order	Yes	No	No	No	No

Your own account

Everyone can manage their own preferences under Settings, whatever their role.

Limits and exceptions

Assigning work orders. Managers, Technicians and Tenants are allowed to assign work orders, but the Assign To list only shows names to Admins. Everyone else sees just Unassigned, so in practice an Admin does the assigning.
Assigning users to a facility. Managers are allowed to do this, but the list of users doesn’t load for them, and they see No users found. Ask an Admin to do it.
Deleting notes. Managers are allowed to delete any note, but the app only offers the option on their own notes.
Disabling a facility. Managers see Disable Facility in a facility’s menu, but only an Admin can use it.
Approving accounts. Admins see Approve Account and Deny Account for people waiting for approval, but they can’t use them. Flex CMMS handles approvals. See What user statuses mean.
Disabled facilities. Nobody can create or change work orders, or add notes, at a disabled facility.
Locked work orders. If a facility locks closed work orders, the app makes them read-only for everyone. See Completion rules.