Category Management
We’ve introduced a new, centralized way to manage categories like HVAC, Plumbing, and Electrical across all your buildings—designed to eliminate duplicate work, reduce inconsistencies, and scale with your organization.
What’s Changed?
- Category management is now centralized at the organization level—not per building.
- Categories are created once and can be assigned to multiple buildings.
- Admins can create, edit, and delete categories.
- Members (with category management permissions) can assign or unassign categories—but only within the buildings they have access to.
- Category names must be unique across the entire organization.
- Categories can be toggled on/off for specific buildings—just like user access.
Access to Category Management
Admin
Admins have full access to the Categories page. They can:
- Create new categories
- Edit or delete existing categories
- Assign or unassign categories to any building
- Enable or disable automatic categorization per building
Member
Members with category management permissions can:
- View all categories in the organization
- Assign or unassign categories only for buildings they manage
They cannot:
- Create new categories
- Edit or delete categories
- Manage categories for buildings outside their scope
🔒 The Categories page is hidden from Members without category management permissions.
View and Manage Categories
The centralized Categories page gives you a complete overview of all categories in your organization, including which buildings they’re assigned to.
What You Can Do
- Go to Settings > Categories
- Use the search bar to find categories by name
- Sort the table by:
- Category name
- Created date
- Building Access
- Use the column picker to show or hide table columns
- Use the Building filter to view categories available in a specific building
- Click on any category row to open the category passport
Create a New Category
🔒 Only available to Admins
Steps to Create a Category
- Go to Settings > Categories
- Click + Add Category
- Enter a unique category name
- Category names must be unique across the organization
- If the name already exists, you’ll be asked to choose a different one
- Select the buildings where this category should be available
- You can assign the category to one or more buildings
- You can always update building access later
- Click Create Category
✅ The category will be visible in the selected buildings and available for use when creating or categorizing tasks and assets.
Edit or Delete a Category
🔒 Only available to Admins
Admins can edit or delete categories using the category passport view, which gives a full overview of settings, building access, and translation options.
Steps to Edit a Category
- Go to Settings > Categories
- Click on the category you want to edit
- In the header of the passport, update the category name
- Only Admins can edit category names
- To manage translations, click on Translations in the settings panel
- Use the Automatic Categorization toggle to enable or disable automatic task categorization into this category
- In the Building Access section:
- Click to open the building access manager
- Add or remove buildings where the category should be visible
- 🔒 Members can only modify buildings within their permission scope; other buildings will be visible but read-only
Steps to Delete a Category
🔒 Only available to Admins
- Go to the category passport
- Click the trash icon in the top-right corner of the page
- Members will see the icon disabled with a tooltip explaining that deletion is admin-only
- Confirm the deletion in the modal
❗ You cannot delete a category that’s in use (linked to tasks or assets) without first removing those links.
Assign Categories to Buildings
Admins and Members with permission can assign categories to buildings.
Steps to Assign or Unassign a Category
- Go to Settings > Categories
- Click on the category you want to manage
- In the Building Access section:
- Add or remove buildings
- Only buildings you have permission for will be available to select
- Changes are saved automatically or via a Save button
⚠️ Members can only (un)assign categories within buildings they have category access management permissions
Default Categories Explained
FixForm provides a standard set of default categories to help you get started quickly with consistent categorization across your buildings.
How Default Categories Work
- When your organization is created, FixForm automatically adds a set of default categories (see full list below).
- Admins can:
- Rename default categories
- Delete or update them as needed
- (un)Assign them to specific buildings
- Members with category access management permissions can:
- (un)Assign them only to buildings they have permission for
New Buildings & Defaults
- When a new building is added to your organization:
- Any existing and missing default categories will be automatically assigned to that building
Newly Created Categories
- Custom categories (created manually by an admin) are not automatically linked to new buildings
- These must be:
- Manually assigned by an Admin
- Or by a Member with category access management permissions
Default Categories in FixForm
FixForm provides the following default categories:
- Cleaning
- Connectivity
- Devices
- Electricity and lighting
- Furniture
- HVAC
- Plumbing
- Structural
- Other
Category Management Rules Summary
Action | Who Can Do It |
Create a category | Admins only |
Edit or rename a category | Admins only |
Delete a category | Admins only |
View all categories | Admins & Members with permission |
(un)Assign categories per building | Admins & Members (for buildings they manage) |
Toggle automatic categorization | Admins only |