FRBOS Organization Administrator Guide

An organization workspace groups everything your business, school, church or agency owns: people, locations, departments, shared assets, service requests, approvals and reports. Your data is isolated — no other organization can see it.

1. 1Add your locations — each building, campus or site.
2. 2Add departments so assets and costs can be grouped meaningfully.
3. 3Invite your people and give each one a role.
4. 4Import or add your assets, including purchase date, warranty and expected lifecycle.
5. 5Open Technology Lifecycle to see your first health snapshot and forecast.

• Organization administrator — full access to the workspace.
• Manager and department manager — assets, requests, approvals and reports for their scope.
• IT coordinator — assets, locations and service requests.
• Staff, teacher, employee — view assets and create requests.
• Finance — invoices, costs and reports.
• Read-only — view only.

Individual permissions can be granted or revoked on top of a role when someone needs a narrow exception.

1. 1Open People and select Invite.
2. 2Enter the email, choose a role, and optionally a department and location.
3. 3Send the invitation; the member sets their own password from the emailed link.

1. 1Open Assets and select Add asset.
2. 2Record the type, make, model, serial number and asset tag.
3. 3Set purchase date, warranty expiry, expected lifecycle and business importance.
4. 4Assign the location, department and, if relevant, the employee who uses it.

1. 1A request for repair, replacement or purchase arrives in Approvals.
2. 2Review the cost, the affected asset and the recommendation.
3. 3Approve, decline or return it with a comment. Every decision is recorded with the approver and time.

The lifecycle module classifies each asset (New, Healthy, Monitor, Aging, High maintenance, Near replacement, End of life, Retired) and projects replacement and maintenance costs over 1, 2, 3, 5 and 10 years, with a visual roadmap and repair-versus-replace guidance.

• Asset inventory and technology health.
• Replacement and warranty forecasts.
• Repair history and budget forecast.
• Five-year and ten-year strategic roadmaps.

Every report exports as a branded PDF in English, French or both languages side by side.

• Review your member list quarterly and remove people who have left.
• Limit approval and finance permissions to the few people who need them.
• Encourage two-factor authentication for every member; require it for administrators.
• Your organization's data is never shared with, or visible to, another organization.

• A member cannot see assets: confirm their role includes asset viewing and that they belong to the right department.
• Forecasts look empty: assets are missing purchase dates or expected lifecycle values.
• An approval is stuck: the assigned approver may be inactive — reassign it or add a second approver.
• A PDF will not download: allow pop-ups and downloads for app.fredericrepair.ca.

How many members can we invite?

There is no fixed limit; invite everyone who needs access.

Can we manage several sites in one workspace?

Yes. Create a location for each site and assign assets and people to it.

Does the AI assistant see other organizations' data?

No. It only receives data from your organization, filtered by your own permissions.