Sharing access
Magic links, access keys, and how field engineers reach an asset page.
Field engineers do not log into Maintella. Instead, they receive a URL containing an access key that opens a specific asset (and optionally a specific task) in the browser.
Access key basics
Every field URL follows the pattern /assets/access_key/{key}/. The key row in Maintella ties together:
- The asset being visited
- An optional task when the visit is for assigned work
- An optional expiry for time-bound access
If the key is valid and not expired, the engineer sees the asset page: open tasks, shared files, self-startable workflows, and links into step-by-step workflow screens.
Magic links (assigned tasks)
When an admin assigns a task, Maintella creates a task on the asset and issues an access key bound to that task. The assignee receives a link — often called a magic link — by email or through your own dispatch process.
| Property | Typical behaviour |
|---|---|
| Scoped to | One task on one asset |
| Identity | Field engineer profile required to complete work |
| Expiry | Follows the access key expiry set at assignment |
| Recorded in | Maintenance log |
Magic links suit planned or urgent visits where a named technician must be accountable and the work should appear in service history and reports.
This is the default path for maintenance workflows (both flags off in Workflow types).
Admin-delivered access links
Admins can also issue access keys without assigning a specific workflow task — for example a 48-hour link so a contractor can explore an asset and self-start published workflows. The key is tied to the asset; expiry is set when the link is created.
Once on the asset page, the engineer uses Start a New Task for any published self-startable workflow. Each self-start creates a new task on the same access key.
Permanent access via QR
Asset access URLs (short URLs on QR stickers) are a separate pattern: durable codes that, once claimed to an asset, create a long-lived access key. See Asset access URLs and QR codes and asset tags for when to use stickers versus magic links.
Field engineer home
When an engineer opens app.maintella.com without a direct link, they land on My Assets — a list built from access keys stored in their browser profile. Filters show assets with open tasks, other valid accesses, and past history.
This is why the marketing site login button points to /admin: the root URL is the field-engineer side, not the admin app.
Choosing a pattern
| Need | Pattern |
|---|---|
| Assign specific work to a named technician | Magic link from task assignment |
| Let any qualified engineer self-start on site | Self-startable workflow + access link or QR |
| Public feedback without login | User workflow on a QR code (see QR codes) |
| Durable label on physical equipment | Asset access URL batch + claim |
Related articles
- Workflow types — how assignment and self-start interact with workflow flags
- Self-startable workflows — starting work without a prior assignment
- Asset files — what engineers see once they have access