Setting up Managers and Surveyors
How to set up and manage managers and surveyors on sites
Introduction
Managers are key personnel in Flow360 and are the only user types that can action new works enquiries and orders. Therefore every site requires at least one Manager assigned to it for full functionality. Managers are assigned to sites by the Client admin users of those sites.
Surveyors can do many of things that Managers can, with the exception of actioning new enquiries and orders. In addition, Surveyors have special responsibilities for inspection and sign-off of works and the specification of new standard tasks.
Adding a manager to a site
To assign a Manager to a site you must be logged in as a Client admin user. Start by navigating to the main site record.
To allocate a new manager, first click the personnel tab (1), then the managers tab (2). Click the New manager button at the top of the Managers list (3).
Confirm action
Click Yes to proceed!
Select Contact as new Manager
You will see the full list of contacts. Select the person that you are assigning as a new Manager by clicking the appropriate target button next to their name. The selected person will be listed in the Current selection list at the bottomof the screen.
Confirm choice of Manager
Click the Confirm button, top right, to add the selected person as a new Manager.
New manager added to managers list...
Confirm action
Confirm action, then select the relevant person as above and click Confirm to assign.
Adding a surveyor to a site
To assign a Surveyor to a site you must be logged in as a Manager or Client admin user. Start by navigating to the main site record.
To allocate a new surveyor, first click the personnel tab (1), then the surveyors tab (2). Click the New surveyor button at the top of the surveyors list (3). Select a contact in the same way as for assigning managers above.
Removing a Manager or Surveyor, setting the Principal Manager and Surveyor
To remove a Manager or Surveyor form a site, click the remove button (1) next to their name. This simply removes their privileges in relation to this site and does not affect any other data relating to them in any other way. Full capability is restored to them simply be re-assigning them to the site by following the steps above.
Assigning manager privileges
A number of checkboxes on this form assign additional responsibilities or privileges to managers. Only client and manager users see the full set of indicators here. Other users will only see those items that are appropriate for them to see. For example a General user can see who the primary manager or the helpdesk manager is but they will not see who has budget clearance, full access or restricted ordering settings.
- There can be a single Primary Manager assigned to each site. To set a Manager as the Primary Manager on that site, simply click the checkbox (1) in the P column for the appropriate person. (only accessible by client admin users). The Primary Manager can assign some privileges to other managers and surveyors.
- The Helpdesk manager (again only 1 per site) is assigned in column 2 - this is accessible to the primary manager only.
- The ICT Helpdesk manager (1 per site) is assigned in column 3 - this is accessible to the primary manager only.
- The Catering manager (1 per site) is assigned in column 4 - this is accessible to the primary manager only.
- Managers can be restricted to issuing internal works enquiries and orders only indicated by a tick in column 5 - accessible to client admin users only.
- Full access is indicated in column 6 - this allows managers to manage works enquiries and tasks throughout the sites they are assigned to - if full access is not set then the manager can only mange tasks and works related to assigned Helpdesk issues. This setting is accessible to client admin users only.
- Full budget (cost centre and accounts) clearance is granted in column 7 - again, only accessible to client admin users.
NOTES:
- re. full access: It is appropriate for most maintenance of facilities managers to have full access. Limited access is normally assigned to other managers such as catering managers who do not require full access to all tasks and works for example. If you are unsure, set limited access only to start with and if there are actions that the manager needs to take and is prevented from doing so, then reset the access to full.
- Additional settings in the client preferences also affect how much managers can do on any one site - see section on setting client preferences for more information
Assigning surveyor privileges
A number of checkboxes on this form assign additional responsibilities or privileges to surveyors. Only client and manager users see the full set of indicators here. Other users will only see those items that are appropriate for them to see. For example a General user can see who the primary surveyor is but they will not see who has budget clearance or full access .
- There can be a single Primary Surveyor assigned to each site. To set a Surveyor as the Primary Surveyor on that site, simply click the checkbox (1) in the P column for the appropriate person. (only accessible by client admin or primary manager users).
- Full access is indicated in column 2 - this allows surveyors to manage works enquiries and tasks throughout the sites they are assigned to - if full access is not set then the surveyor can only mange tasks and works related to assigned Helpdesk issues. This setting is accessible to client admin users only.
- Full budget (cost centre and accounts) clearance is granted in column 3 - again, only accessible to client admin users.
NOTES
- re. Full Access: Full access allows the surveyor to view all site resource data and add resources and act in a sign-off capacity for any assigned works orders. Surveyors without full access can only manage issues assigned to them directly. If you are unsure, set limited access only to start with and if there are actions that the surveyor needs to take and is prevented from doing so, then reset the access to full.
- Additional settings in the client preferences also affect how much surveyors can do on any one site - see section on setting client preferences for more information