Before you begin
Plans: All
Version: v5 and v6 user management
This article contains answers to common questions about user management:
- What's the difference between user management v5 and v6?
- How do I upgrade from v5 to v6?
- What does last login date show?
- Can my tenant be cloned or duplicated?
- What's the difference between user groups and roles?
- Can I set up autofilled login credentials?
- Can I change a user's username?
- Why can't I delete a user?
- Why is my CMMS in different languages?
- My Admin can't access a specific feature or can't complete a task.
What's the difference between user management v5 and v6?
User management houses the features relating to settings, users, and permissions, which includes user groups and roles.
v5, the legacy version of Fiix, is more robust but not always intuitive or easy to use. This version is slowly being replaced and rebuilt to be more user-friendly in v6.
All new users are on v6, and most legacy users are in the process of having their accounts moved to v6.
To learn more, see which version you're using or see the comparison between v5 and v6 features.
How do I upgrade from v5 user management to v6?
Many customers have been migrated (upgraded) from v5 to v6 user management. Your existing setup affects whether the tenant can be upgraded to user management v6. All plans can be upgraded, but your setup requires the following:
- The tenant cannot be integrated with a 3rd party software like ZenduIT
- The users should be using their email addresses to log in, not usernames.
To learn more, see which version of User Management you're using or see the comparison between v5 and v6 features.
What does last login date show?
Last login date is a data field on the users list page in both v5 and v6 that shows the last time a user logged in to the app.
In v5, last login date shows the last day a user logged in to a v5-enabled tenant on the desktop app. It does not track mobile logins or logins to v6.
In v6, last login date shows the last time a user logged in to either mobile or desktop in a v6-enabled tenant. It does not show what type of login (desktop or mobile). It does not track or display the last login date for users using v5.
For full details of this feature and how to set this feature, see the Last login date header of the User management feature comparison.
What's the difference between user groups and roles?
| User groups | Roles | |
|---|---|---|
| Summary | When a user is assigned to a user group, they gain the permissions, notifications, and assignments (like work orders) of that user group. | When a user is assigned to a role they gain the permissions of that role. |
| Can users have more than one? | Users can be assigned to multiple user groups. | Users can only be assigned one role. |
| Are all permissions available? | All permissions, except for role-specific permissions, are accessible through user groups. |
Only some permissions exist in roles. Role permissions are for work done in the CMMS, like adding users or deleting user groups. Role permissions are best for users who use the CMMS directly, like administrative workers or managers. |
| Does it affect notifications? | Notifications can be sent to everyone in a user group, so user groups affect notifications. | Roles do not affect notifications. |
| Does it affect which users are given work orders? | Work orders can be assigned to an entire user group, so user groups affect work orders and other assignments. | Work orders are not assigned through roles and so do not affect assignments. |
| How do I assign a user to a user group or role? |
User groups can be assigned on the user's profile under the Groups (or Regions and Groups) tab. Users can also be assigned to a user group in the user groups feature, under the Users tab of each user group. |
Roles are assigned on the System roles page under the Access Control tab. |
| If a user works in multiple locations, can they have different groups or roles based on each location? | User groups are site-specific, so a user can be in different user groups at different sites. A user can be in the Manager group in Toronto and a Technician group in Milwaukee. | Roles are universal, and always applied to the whole CMMS. A user can't be assigned to different roles at different sites. |
| Do user groups or roles affect the mobile app? |
User group permissions affect what users can see in the mobile app. See mobile app settings to turn mobile features on and off through user group permissions. |
The role that a user is assigned to does not affect what they see in the mobile app. |
| Is there a list of each permissions and what they do? | We're working on building out our self-service permission library, but our support team can assist with navigating the complexity of permissions and user groups. | Role permissions are available in the web app and in the Help Center. |
| Why are user groups and roles structured like this? | When Fiix was first created, only user groups existed, and so they housed permissions, assignments, and notifications all together. | Roles were introduced later in Fiix's life, with the goal of separating permissions from work order assignments and notifications as well as streamlining administrative tasks. This work is ongoing. |
Can I change a user's username?
Usernames can be changed in Settings in v5. Usernames can’t be changed in v6.
Most accounts don't use usernames, and instead users are identified through a unique email address. We recommend using email addresses instead of usernames for security and identification, for ensuring users receive notifications to the correct email address, and to reduce instances of users forgetting their username.
Why is my CMMS in different languages?
When using the web app, user management (Users, User groups, Roles, and some settings) respects the settings of your browser language, and so that segment of the app appears in the language you've set in Chrome, Safari, etc.
The rest of the CMMS respects the language set by the user in Settings > Localizations. If the language set in Settings and the language settings of your browser are different, then your CMMS may be displaying two different languages.
My Admin can't access a certain feature or can't complete a task
Administrators are automatically granted all permissions in the app. In some cases, your administrator might not be able to complete certain tasks:
- Administrators currently can't edit their own details, like assigning themselves to user groups or editing their own Administrator status. Your system requires a second administrator to do this.
- Sometimes tasks exist but the permission that grants the ability to complete this task has an error or does not exist. An administrator might be affected by this. We're working to close these gaps as we rebuild permissions in v6.
In all cases, if your administrator can't access a feature then contact Support.