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User Assignments

To ensure absolute accountability, every automated task in Upkapp can be tracked back to a specific person. Assigning a responsible user to your work orders eliminates confusion about who is executing a task, allowing your team to focus entirely on their daily duties.

Filtering and Saved Views

The main Work Orders dashboard is built to accommodate both managers who need a bird's-eye view and team members who just need to see their own tasks.

  • Flexible Filtering: Users can filter the active dashboard to see only work orders assigned specifically to them, or filter by any other team member to check on workloads.

  • Preferred Saved Views: If you prefer to log in and immediately see only your own work orders, or if a manager always wants to see a specific department's work orders, you can save your customized filters as a Preferred View. Once saved, Upkapp will automatically load this specific visualization every time you open the dashboard.

Granular Assignment Hierarchy

Upkapp gives you complete flexibility over how tasks are assigned. You don't have to manually attach a user to every single work order. Instead, you can define responsibility at different levels of the system.

The rule of thumb in Upkapp is simple: More granular (specific) options always override more generic ones.

Here is how the hierarchy works, from most generic to most specific:

  1. Item Level (The Baseline): You can assign a responsible user directly to an Item (e.g., assigning John Doe to Delivery Van A). Any Job created under this item will automatically default to John Doe.
  2. Job Level (The Rule Override): If a specific task on that item requires a specialist, you can override the baseline at the Job level.
    • Example: Even though John Doe is responsible for Delivery Van A, you configure the Annual Brake Overhaul Job to be automatically assigned to Jane Smith (the company mechanic). Upkapp will automatically route that specific work order to Jane, while all other routine van tasks still go to John.
  3. Work Order Level (The Instance Override): If a generated task is already live on the dashboard but needs to change hands due to a vacation, sick leave, or scheduling conflict, a manager can manually reassign that single specific Work Order. This changes the responsibility for this instance only without affecting the core Job rules.

⚠️ Important: Responsibility vs. Access Control

It is vital to understand that being assigned as the Responsible User for a task is entirely independent of system Access Rights.

  • User Assignment: Dictates who is expected to perform the physical work or monitor that specific task.
  • Access Rights (Permissions): Determines what data a user is allowed to see in the software. Upkapp manages visibility and access permissions at the Group level.

For example: A user can only see or filter work orders for Items that belong to a Group they have been granted access to. If they do not have access to the Finance Group, they will never see finance-related work orders, even if someone tries to assign one to them.