| 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. |