Settings

The Settings area is where administrators control organization-wide behavior and where each person manages their own appearance and notification preferences.

Before changing a setting

Ask: Does this affect only me, or the whole team? Personal settings are safe to tailor freely. Organization-wide settings should match an intentional operating process.

Personal versus organization settings

Setting type	Examples	Who it affects
Personal	Theme, notification preferences	Only your account
Organization-wide	Work-order rules, identity, public request instructions	The team or organization

Personal settings

Appearance

Choose Light, Dark slate, High contrast, or Amber. Your choice follows your account and does not affect anyone else. See Choosing your theme.

Notifications

Use the master switch or individual alert settings for assignments, mentions, and updates. Each person controls their own preferences. See Notifications.

Organization-wide work-order rules

Require a note when labor is logged

Turn this on when every labor entry should explain what was done. The note becomes part of the work-order record and makes labor history easier to understand later.

Require a closing comment when no time is logged

Use this when selected technicians should not complete a work order with no labor time unless they explain why. The setting is enabled here, then applied to individual technicians from Users and roles.

Use rules to solve a documentation problem

A required field adds friction every time someone closes or updates work. Turn on a rule when the information it captures is genuinely useful for accountability, reporting, or future maintenance history.

Organization identity

Administrators can set the organization’s Name, Logo, Address, and Phone. The name and logo brand the app for your team and appear in the sidebar.

Keep these details current so exported reports and shared information reflect the correct organization.

Public request form

Managers and administrators can access the organization’s public request link from Settings. Use Copy link to share it or Open to preview it. You can also customize the heading and welcome message shown on the form.

Use the welcome message to set expectations

Tell requestors what information to include and what to do for emergencies, urgent safety issues, or after-hours problems. This can improve request quality before the work ever reaches the maintenance team.

See The public request form for the full workflow.

Other administrative setup

• Categories — standardize the lists used to classify work orders, assets, and parts. See Managing categories.
• Import / Export — bring existing data into MaintenanceOps. See Importing your data.
• Users and roles — control access, permissions, and responsibility. See Users and roles.

Who can change what

Personal appearance and notification settings are available to individual users. Organization-wide configuration, categories, user management, and importing data are administrative functions.

If someone cannot see an administrative setting, first check their role and permissions in Users and roles.

A simple admin review

After initial setup, review Settings whenever your operating process changes. In particular, check organization identity, public-request instructions, and work-order documentation rules so MaintenanceOps continues to match how your team actually works.

Good admin sequence

For a new organization, a practical order is Users & roles → Settings → Categories → Import data → Locations/assets → PM and Life Safety setup.