Maintenance Setup: Techs & Vendors
Learn how to add Vendor and Technician users to the Maintenance Dashboard so they may access their Work Orders.
Written by Jess Hamilton
Updated at July 27th, 2024
Table of Contents
Access Maintenance Dashboard
To locate the Maintenance Dashboard, click the nine dots at the top left of the screen to open the global menu. Under Facility Management, click Maintenance Dashboard (Work Orders).
Not seeing it? The Maintenance Dashboard feature must be enabled and added to the global menu by a Titan Cloud engineer on the backend. Please create a Zendesk ticket or email support@titancloud.com if access should be granted.
Maintenance User Roles
Enabling the Maintenance Dashboard (Work Orders) feature on the backend automatically creates at least three User Roles: Vendor for Maintenance, Tech for Maintenance, and Store-Level User for Maintenance. A breakdown of these roles is available here.
On initial setup, we recommend verifying that the levels of access available to each role match the client's expectation. The intent for these roles is to grant specific access for Tech (internal) or Vendor (external) users allowing them to interact with the work orders to which they are assigned.
Keep the following in mind:
| Question | Path |
|---|---|
| What pages should Techs & Vendors be able to access? | Administrative Console > User Role Setup > General tab |
|
What page should they see when they first log in?
*We recommend switching from the Default landing page option to Maintenance Dashboard! |
Administrative Console > User Role Setup > Extended tab |
|
Which features and fields should be available on the Maintenance Dashboard and in a Work Order?
*We recommend enabling Geofencing to track check-in/check-out data! |
Administrative Console > User Role Setup > Maintenance tab |
| In general, how should the Maintenance feature work for your Techs & Vendors? | Administrative Console > Account Settings > Maintenance, NTE, and Invoice Approval sections |
Add New Techs & Vendors
In order to work correctly with the Maintenance feature, technician and vendors users need to be created on the Techs & Vendors page, not User Setup!
If you're already on the the Maintenance Dashboard, select Techs & Vendors in the maintenance menu and click Add new. You may also access the Techs & Vendors page directly from the global menu under Facility Management.
The following fields are required to save a new Tech or Vendor user. Click Add New to save.
- Tech/Vendor
- Organization (If Vendor is selected)
- First & Last Name (if Tech is selected)
- Address
- Phone
- Time Zone
Dropdown lists on this page are not included in the Dropdown List Manager. If a dropdown value adjustments are needed, please create a Zendesk ticket or email support@titancloud.com.
Once the Tech/Vendor has been created, they can be added to Work Orders, and may access them via email notification.
Please note: The user setup currently requires an additional step if the Tech or Vendor will ever be logging in to Titan Cloud. We strongly recommend completing this next step, even if it is unlikely the user will need to log in.
To finalize the account creation, navigate to the User Setup page, and locate the new Tech or Vendor. In order for the user to log in, you must select a Role and click Update.
On this screen, you may also configure additional login settings such as designating a password and setting an access expiration date.
Configure Techs & Vendors
Once the Tech or Vendor has been created, additional details may be configured. In addition to the basic details in the “Tech/Vendor” tab, you may also configure Associated Facilities, Skill Set, and Contacts for both Techs and Vendors, and Inventory Locations for Techs only.
Associated Facilities
In the Associated Facilities tab, you may choose to associate the Tech or Vendor with all facilities, or click “Associate this Tech/Vendor by parameters” to set access by facility group, facility status, state/province, or by selecting individual facilities. Click Update at the bottom of the page to save.
Tip: To select more than one option in the Facility Groups, Facility Status, or State/Province list, hold the Ctrl key on your keyboard while clicking each option.
Skill Set
On the Skill Set tab, you can choose individual skills that correspond with this Tech or Vendor, and you may set rates for hourly, travel, overtime, and holiday work. Click Update at the bottom of the page to save.
Tip: To add new Skill Sets to the list or adjust the existing list, click Maintenance Setup in the Maintenance menu, and navigate to the Skill Set tab.
Contacts
The Contacts tab contains a list of contacts associated with the Tech or Vendor. To add a new Contact, click Add New. The Name and Title fields are required.
Tip: When adding a new Tech or Vendor Contact, take note of the two checkboxes at the bottom of the window: "Active” and “Display in work order contacts when assigned to associated vendor.”
Inventory Locations
The Inventory Locations tab applies to technicians only. If an Inventory Location is selected for the technician, their Work Orders will include a Parts tab allowing them to document any equipment, parts, or assets used or transferred.
Click the location(s) the Tech may access for inventory and use the Add arrow to move them into the “Selected Locations” window.
Make sure to select a default location from the dropdown list, and click update to save.
Tip: To add new Inventory Locations to the list or adjust the existing list, click Inventory & Assets and Inventory Locations in the left-side menu.
Monitoring Techs & Vendors
Users with appropriate access can monitor Tech and Vendor activity across all facilities from the Open Work Order Counts page.
To open this page, navigate to Maintenance Dashboard (Work Orders) in the global menu, and in the Maintenance menu on the left side of the screen, click Open Work Order Counts.
Each Technician and Vendor is listed here, along with their associated number of work orders, total hours, last work order, and the last work order status.
To view a Technician or Vendor's open Work Orders in detail, click the number in the Work Order Count column.
From here, you may view details, and you may open or print any of the open Work Orders for that Tech/Vendor.