# Operator access: your customers see what was done

> With operator access in ManualPass Service, you invite contacts at your customers. In their own overview and when scanning the QR code, they see only the machines assigned to them: last and next maintenance and all service reports as PDF. With “Request service” they send you a request with machine, serial number and location by e-mail. Access is free for your customers and does not count towards the user limit of your plan.

Source: https://manualpass.eu/en/manualpass-service/operator-access/ · Updated: 07/10/2026 · ManualPass (https://manualpass.eu)

Your customer wants to know what was done on their machine and when the next maintenance is due – without searching through e-mails. Operator access gives them exactly that and brings the next order straight into your inbox.

## What the operator sees

- **My machines:** all machines assigned to them with location, last maintenance and next due date.
- **Service reports:** every report as a PDF as soon as it is completed – also by e-mail.
- **Request spare parts:** from the parts list for their machine, with serial number – [more on spare parts requests](https://manualpass.eu/en/manualpass-service/spare-parts-request/).
- **When scanning:** the record of their machine directly below the instructions for use, with “Request service”.
- **Reminders:** an e-mail 30 days before every [maintenance](https://manualpass.eu/en/manualpass-service/maintenance-deadlines/) falls due.

## How to set up access

1. **Create the operator:** enter your customer's company and address.
2. **Assign machines:** select the serial numbers that are at the customer's site.
3. **Invite contacts:** name and e-mail – the person receives a temporary password and signs in.

## Separate and secure

| | Operator sees | Operator does not see |
|---|---|---|
| Machines | only those assigned to them | machines of other customers |
| Reports | completed reports of their machines as PDF | drafts, other customers |
| Area | own overview and scan page | your customer area, team, document management |

!!! achtung "Common misconception"
    “Operator access is a cost factor.” On the contrary: every customer who sees deadlines and requests visits with a click brings you follow-up orders – without your sales team having to follow up.

## Request service with one click

The operator describes their concern in one sentence – “Maintenance due”, “unusual noise at the spindle”. You receive an e-mail with machine, serial number, location and reply address. The request also appears in the service overview and in the [service record](https://manualpass.eu/en/manualpass-service/machine-record/).

## Frequently asked questions

**What does operator access cost?**
Nothing for your customers. It is included in ManualPass Service and does not count towards the user limit of your plan – no matter how many contacts you invite.

**Can an operator see data of other customers?**
No. Each access is assigned to one operator and sees only that operator's machines. Open defects from your internal point of view, other customers and your customer area remain hidden.

**How does a service request reach us?**
As an e-mail to owners, approvers and editors with machine, serial number, location and message. You reply directly by e-mail; the request also appears in the service overview and in the service record.

**Can I withdraw access again?**
Yes, at any time. Removed accesses can no longer sign in immediately. Reports and records remain with you.

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Note: general information, not legal advice.