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Users & Roles

A seat for everyone who touches an asset — priced like it.

Not every user is a technician. The receptionist who logs a leak, the bus driver who scans a fault, the contractor you bring in once a quarter — they all need a way in. AssetOS makes most of them free.

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✓Unlimited requesters, free✓SSO on every plan✓SOC 2 Type II
A
Admin
Workspace, billing, SSO, integrations
$ seat
M
Manager
Schedules, reports, approvals
$ seat
T
Technician
Executes work orders, logs parts & time
$ seat
R
Requester
Submits tickets, tracks their own
Free · unlimited
E
External / Service provider
Sees only jobs assigned to them
Free · scoped
The fifth seat
Reporter QR — anyone with a phone can scan an asset and log a fault. No login. No seat. Just tell us what's broken.
The math

Most CMMS charge for everyone. We charge for schedulers.

A 100-person operation usually has ~4 people planning the work and ~96 people doing it or reporting into it. Here's what that costs with AssetOS versus the spreadsheet-replacement CMMS you priced last week.

Typical per-user CMMS100 seats
100 users × $30/mo
$3,000/mo
per year
$36k
AssetOS100 seats · 4 paid
3 technicians · 1 manager · 96 free
$115/mo
per year
$1.4k
Same team shape, same work coverage. $34,620 less per year. That's the case when you stop paying for chairs in empty rooms.
The five seats

Five roles, drawn from the actual shape of a maintenance team.

Not a generic RBAC model bolted on at the end. These came out of sitting in the plant room with ops leads and watching who needs to do what.

Paid
A

Admin

"I own the workspace. Billing comes to me."

  • Billing & subscription
  • SSO, SCIM, IdP config
  • Workspace-wide settings
  • Integrations & API keys
  • Audit log — full access
Usually: one or two people. IT director, COO, or founder at smaller shops.
Paid
M

Manager

"I decide what gets worked on and when."

  • Create & schedule work orders
  • PM plans & auto-routing
  • Dashboards & custom reports
  • Approval workflows
  • Manage users in their scope
Usually: ~3% of headcount. Maintenance manager, facilities lead, fleet manager.
Paid
T

Technician

"Give me the list. I'll clear it."

  • Execute assigned work orders
  • Log parts, labor, downtime
  • Run PM checklists
  • Access asset history & docs
  • Close out with photos & sign-off
Usually: ~15% of headcount. The hands-on crew.
Free
R

Requester

"The projector won't turn on. Someone fix it."

  • Submit work requests
  • Track status of their own tickets
  • Upload photos & notes
  • Daily/weekly equipment checks
  • Receive resolution updates
Usually: ~80% of headcount. Office staff, tenants, teachers, frontline operators.
Free · scoped
E

External / Contractor

"I'm the HVAC guy. Just show me my jobs."

  • Sees only work orders assigned
  • Uploads service reports & photos
  • No access to wider asset data
  • Signs off digitally on completion
  • Optional invoice-out workflow
Usually: scales with vendors. Called in by the hour, not on payroll.
The sixth, invisible seat

Anyone with a phone can report. Nobody gets a bill for it.

Stick a QR sticker on the asset. A bus driver, a tenant, a cleaner — anyone who finds something broken — scans it, describes the fault, goes on with their day. The ticket lands in the backlog with the asset already attached.

No app install. No login. No seat. Just a URL and a camera.

11s
Median time scan → ticket submitted (across live tenants)
4.3×
More faults captured vs paper defect books
$0
Cost per reporter, regardless of count
01 · SCAN
Any camera, no app.
● ASSETOS09:41
02 · DESCRIBE
Asset auto-attached.
● ASSETOS09:41
P
Projector · Room 204
Epson EB-FH52 · Asset #P-204
What's wrong?
Won't turn on. Red power light blinking 3× then off
03 · DONE
Goes on with their day.
● ASSETOS09:41
✓
Ticket submitted
Someone's been paged.
You'll get an update when it's fixed.
WO-4821 · in triage
Permissions matrix

Click a role. Watch the UI shrink to fit.

This is the same interface — a technician just sees less of it. Permissions aren't buried in a spreadsheet somewhere; they are the product.

Admin · full accesspaid · owner tier
Workspace
Workspace settingsYes
Billing & invoicesYes
SSO / SCIM configYes
API keys & webhooksYes
Users
Invite & remove usersYes
Assign rolesYes
View audit logYes · full
Work
Create work ordersYes
Schedule PMYes
Approve requestsYes
View all assetsYes
Reports
DashboardsYes
Export dataYes
M
Malika Osei
Admin · Kiln & Mast
Paid · owner
DashboardWorkAssetsReportsUsersBillingSettings
Workspace at a glance
212
Users
$305
Monthly
4,218
Assets
Admin tasks today
SSO health check✓ synced 9:14
Invoice preview$305 · due Dec 1
5 SCIM updates pendingApply
Admins see the full workspace — billing, SSO config, users, and the audit log going back forever.
Identity & security

Enterprise identity plumbing — on every plan, not upsold.

SSO should not be a luxury feature. If your IdP is already the source of truth for who works here, AssetOS reads from it and shuts up.

Single sign-on

SAML 2.0 and OIDC. Login through your IdP, we just follow along.

OktaAzure ADGoogleOneLoginJumpCloud

SCIM provisioning

New hire joins the HVAC group in Okta? They're a Technician here within the minute.

SCIM 2.0Group-based rolesAuto-deprovision

Multi-factor

Required on admins by default; enforceable everywhere. TOTP, WebAuthn, or IdP-handled.

TOTPWebAuthn / passkeysEnforced via IdP

Audit trail

Every permission change, login, and data edit — who, what, when. Exported via API or streamed to your SIEM.

SIEM exportImmutable7-year retention
A real workspace

Kiln & Mast's full estate — 212 users, 8 paid seats.

A ceramics & kiln-installation firm with two plants, 48 field engineers, and a rotating cast of contractor electricians. They mapped their whole team into AssetOS in a morning. Their bill is $220/mo.

The 48 field engineers run off free Requester seats with QR scanners on their belts. The plant managers and lead engineers hold the paid seats. Contractors come in as External — only the jobs they're working show up.

“I pitched this to finance as a system for 8 people. What they actually got was a system for 212 people. Maybe the best deal I've closed.”— Operations Director, Kiln & Mast
kilnandmast.assetos.com · Users212 total
M
Malika Osei
malika@kilnandmast.co
Admin$95/mo
R
Ravi Bhatt
ravi@kilnandmast.co
Manager$55/mo
J
Jen Cho
jen@kilnandmast.co
Manager$55/mo
D
Diego Muro
diego@kilnandmast.co
Technician$20/mo
+
4 more technicians
Jon, Pete, Ada, Nwankwo
Technician$80/mo
+
196 field engineers & office staff
auto-synced from Okta
Requester$0
+
9 contractor electricians
scoped to Plant 2
External$0
Monthly total · billed to Finance$305/mo
Common questions

Seat & role FAQ.

Because charging per-user for people who just submit tickets is how CMMS rollouts fail. Teams either skimp on seats (so half the faults go unlogged) or they overpay and Finance kills the project at renewal. We'd rather you roll the app out to every single person and charge only the schedulers. That's the seat shape that actually delivers ROI — and it's durable for us because the paid seats multiply as the operation grows.

Deploy to the whole team. Pay only for the schedulers.

Start a free trial, import your team from Okta or a CSV, put QR codes on your assets. See what coverage feels like when nobody gets left out for license reasons.

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