Admin Guide

FTS has three roles per organization. A single user can have different roles in different organizations.

FTS uses a three-tier hierarchy: Organization → Site → Workspace. This structure lets you model multi-location operations while keeping data properly scoped.

Organization

The top-level container, typically a company, division, or business unit. Billing, taxonomy, and member management happen at this level.

Site

A physical location, for example "Munich Plant" or "Stuttgart R&D Center". Sites group workspaces for cross-site reporting.

Workspace

An operational unit within a site, for example "Engine Test Bench A", "CNC Cell 3", or "Battery Validation Lab". Each case belongs to exactly one workspace. Members assigned to a workspace see only the cases from that workspace by default.

Admins customize the categorization scheme from Settings → Taxonomy. Changes apply immediately to new case forms; existing cases retain their original values until edited.

Severity levels

The default is LOW, MEDIUM, HIGH, and CRITICAL. You can rename or add up to six levels. Each level can carry a color and a default SLA target (in hours).

Case categories

Examples include Mechanical, Electrical, Software, Hydraulic, Sensor, Pneumatic, and Process. Categories appear as a dropdown on the case form and are used for filtering and reporting.

Workspace types

Optional classification for workspaces (for example "Production Line", "Test Bench", or "Quality Lab"), used in cross-site analytics.

Tags

Free-form labels for finer-grained categorization. Tags auto- suggest from previous usage and support search by tag.

From Settings → Members → Invite Member, send invitations by email. Each invitation:

• Contains a unique, cryptographically-signed link that is valid for 7 days.
• Is delivered via Resend with a custom subject line and your organization name.
• Can be cancelled or resent at any time from the pending-invitations list.
• Logs an audit event when accepted or expired.

Once accepted, the new member appears in your member list with the role assigned at invitation time. Admins can change roles later from the member detail view.

Admins and Reviewers create reusable templates from Settings → Templates. A template pre-fills:

• Severity, category, and tags.
• Observation, root-cause, and resolution text, with placeholders such as {{ROOM}}.
• A default workspace assignment.
• Whether each field is required or optional.

When an Operator selects a template on the New Case form, all template fields are pre-populated but remain fully editable. Templates dramatically reduce typing and enforce consistency for recurring problem patterns such as "Spindle vibration above threshold".

Each case progresses through these statuses:

1. DRAFT: the Operator creates and edits the case.
2. IN_REVIEW: the Operator submits the case and all Reviewers are notified.
3. The Reviewer takes one of three actions:
   • Verify: promotes the case to VERIFIED. It receives a green badge and surfaces in similarity search and the AI Copilot.
   • Request Changes: returns the case to DRAFT with a required comment.
   • Reject: marks the case as REJECTED. The case is archived and excluded from search.
4. Email and in-app notifications are sent at each transition. Operators are notified of any status change to their cases.

Every case event is recorded in an append-only audit log. Admins view the full timeline on each case detail page under the History tab.

Tracked events

• Case create, edit, and delete.
• Status transitions (submit, verify, reject, request-changes).
• Attachment upload and delete.
• Comment add, edit, and delete.
• Member role changes.
• Taxonomy changes (severity, category, or tag added or removed).
• Login and sign-up events (visible under Account → Security).

Each entry stores actor, timestamp (UTC), action, and the fields that changed. Audit logs are retained for 12 months on the Team plan and 36 months on the Enterprise plan. Export to CSV from Settings → Audit → Export.

Admins manage subscriptions from Settings → Billing. FTS uses Stripe for secure payment processing — FTS itself never sees your card details.

Plans

• Starter: €149 per month. Up to 10 users, 1 site, and 3 workspaces.
• Team: €499 per month. Up to 50 users, unlimited sites and workspaces, AI features included, REST API access.
• Enterprise: custom pricing. Unlimited users, SSO and SAML, dedicated support, and an optional on-premises deployment.

Upgrading and downgrading

Upgrades take effect immediately and you are charged a prorated amount for the remainder of the cycle. Downgrades apply at the next renewal date. If you downgrade below current usage (for example, 12 users on Starter), additional members are flagged but not removed. You have 14 days to either reduce usage or stay on the higher plan.

Invoices

Stripe-generated invoices are emailed automatically and are available in Settings → Billing → Invoices. EU VAT IDs are validated via VIES; valid IDs result in zero VAT under reverse charge.

All data is exportable for backup, migration, or GDPR compliance.

• Cases CSV: filtered exports from the case list page (Reviewer and Admin only). Includes all fields plus the tag list.
• Full export (JSON): Admin-only, available from Settings → Data → Export. Includes cases, attachments (as signed URLs), members, audit log, and taxonomy.
• Attachments: The JSON export includes a time-limited signed download link for every attachment, so you can retrieve all original files.
• API access: Team and Enterprise plans get a read-only REST API for programmatic export.

Profile

Each user manages their own name, avatar, language preference (DE or EN), and email notification preferences from Account → Profile.

Security

• Change password, or reset it via email if you signed up with SSO.
• Enable or disable two-factor authentication.
• View active sessions and revoke individual devices.
• Generate personal API tokens (Team and Enterprise plans only).

Delete account

From Account → Delete Account. This permanently deletes your personal data within 30 days per GDPR Art. 17. If you are the sole Admin of an organization, you must first transfer Admin rights to another member or delete the organization.

• AI Features — Copilot, drafting, translation, and similarity search →
• FAQ — pricing, privacy, integrations, and support →
• Getting Started — back to the basics →