Machine Maintenance (CMMS)

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  1. Machine Maintenance (CMMS)
  2. Roles and access
Reference

Who can do what in Machine Maintenance (CMMS)

Give maintenance planning, execution and inspection clear decision owners.

How permissions work

Planning ownership

The Maintenance Manager maintains eligible equipment and planning records, assigns work and authorizes the safety permit through the planning action.

Assigned execution

The Technician captures labor, part usage and condition readings for the work they are responsible for. Equipment and planning context remain available for reference.

Independent review

The Maintenance Reviewer reads the evidence and uses the guarded review action for eligible decisions. Approval belongs to the submitted revision being assessed.

Setup decisions

Agree Admin access for user-to-person mappings and the Manager's purchase-entry access before the pilot. Confirm who prepares commercial details and records delivery updates when configuring that access.

Who can do what

Permissions by role
RoleAsset registerWork order planningSafety permitsMaintenance executionPreventive plansCondition monitoringParts and purchasing
Maintenance ManagerEditEditEditEditEditViewEdit
Maintenance ReviewerViewViewViewViewViewViewView
TechnicianViewViewViewEditViewEditEdit
AdminViewEditEditEditEditEditView
ManagerView—————Edit

Each role in detail

Maintenance Manager

Owns setup, planning, and assigned operational work. Record entry (View, View records, Create, Edit) on Assets, Work Orders, Work Logs, Spare Parts, Part Usage, Safety Permits, Preventive Plans. Read only (View, View records) on People, Service History, Condition Readings. Read access to the app pages. Restrictions: create/edit eligible drafts only - active configurations require a reviewed amendment, not a direct edit; no direct edit of posted quantities, computed balances, or reviewer decisions; actor identity resolves through People.User and the authenticated runtime, never an editable name field.

Can

  • Manage Assets, part usage, preventive plans, safety permits, spare parts, work logs, work orders
  • View condition readings, People, service history

Starts on: Maintenance Queue

Maintenance Reviewer

Reviews evidence and authorizes eligible outcomes. Record entry: none - this role never gets create/edit on any table. Read only (View, View records) on People, Assets, Work Orders, Work Logs, Spare Parts, Part Usage, Safety Permits, Service History, Preventive Plans, Condition Readings. Read access to the app pages. Restrictions: review actions apply only to the exact submitted revision and only by someone independent of the preparer where required; no raw approval shortcut and no protected-balance editing; a reject action leaves the evidence and reason intact rather than deleting or overwriting them. State changes happen through the named workflows WF-01 and WF-02.

Can

  • View Assets, condition readings, part usage, People, preventive plans, safety permits, service history, spare parts, work logs, work orders

Starts on: Maintenance Queue

Technician

Captures assigned maintenance work and evidence. Record entry (View, View records, Create, Edit) on Work Logs, Part Usage, Condition Readings. Read only (View, View records) on People, Assets, Work Orders, Spare Parts, Safety Permits, Service History, Preventive Plans. Read access to the app pages. Restrictions: own assigned operational work only - referenced setup/master records are readable as labels and task context, never editable; configuration, rates, commercial documents, and approvals are never operator-editable; quantity posting, sign-off, and state changes go through named guarded workflows with authenticated actor and source-revision checks, not direct field edits.

Can

  • Manage condition readings, part usage, work logs
  • View Assets, People, preventive plans, safety permits, service history, spare parts, work orders

Starts on: Asset Register

Admin

Maintains account-to-person mappings and access under the setup policy; operational decisions stay with the designated maintenance roles.

Can

  • Manage Users, People
  • View Assets, condition readings, order master, part usage, preventive plans, purchase orders, safety permits, service history, spare parts, work logs, work orders

Manager

Prepares maintenance purchase records and checks their source links and delivery details under the access policy agreed during setup.

Can

  • Manage purchase orders
  • View Assets, order master, spare parts

Starts on: Purchase Draft Inbox

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