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Maintenance Mode

Updated

Maintenance Mode temporarily freezes the application: users cannot make changes, invoices stay read-only and ERP interfaces are blocked, while approvals via workflow remain possible. It is meant for planned maintenance, daily closing times, non-working days and protecting critical processes.

1. Purpose of Maintenance Mode

The Maintenance Mode allows the application to be temporarily “frozen”. During this period:

  • Users cannot make changes (e.g. editing invoices)
  • Invoices remain read-only only
  • It is still possible to perform approvals via workflow
  • Interfaces to the ERP are blocked (no import/export/transactions)
  • Access to the system can optionally be fully restricted

This functionality is intended for:

  • Planned maintenance
  • Daily closing times (e.g. at night)
  • Non-working days (e.g. Sunday)
  • Preventing unwanted changes during critical processes

2. Access and permissions

Maintenance Mode is only available to users with the permission admin:can_edit_maintenance_mode. More information about permissions is available in Permission management - permissions.

Users with this permission:

  • Can configure maintenance mode
  • Can (de-)activate maintenance mode
  • Can always log in (also during maintenance)
    • They then have access to a limited interface to disable maintenance mode

3. Functionality overview

3.1 What happens during maintenance?

During an active maintenance mode:

  • Editing data is not possible
  • Interfaces (import/export/ERP) are not executed
  • Processing of the mailbox and e-invoices is paused
  • Users see notifications that the environment is in maintenance

3.2 Optional behaviour

Depending on the configuration:

  • Login blocking
    • Users cannot log in temporarily
    • Active sessions are terminated at the start of Maintenance Mode

4. Setting up Maintenance Mode

4.1 Navigation

Go to:

Setup → Maintenance Mode

Here you will see:

  • An overview of all configured maintenance periods
  • The option to add new or edit existing ones
Schermafbeelding 2026-06-11 133240.png

4.2 Scheduling a new Maintenance Mode

When creating a maintenance mode you configure:

1. Type of maintenance

You have the choice of:

Schermafbeelding 2026-06-11 133353.png

A. One-time (Once)

  • Start date + time
  • End date + time

Use for:

  • Planned maintenance
  • Releases

B. Recurring

  • Start date (required): the date on which the recurring schedule starts
  • End date (optional): the date from which the schedule is no longer active
  • Select the days (Monday to Sunday) under Weekdays (required). Maintenance mode is activated on these days at the Start time
  • Start time (required): the moment at which maintenance mode is activated (e.g. 22:00)
  • Time duration (required): the number of hours maintenance mode stays active (e.g. 9 hours), with a maximum of one week (168 hours). The End time is calculated automatically from this and cannot be changed
  • Time zone (required): set by default to the current time zone
  • A window can cross midnight and is still set up with a single entry. With a Start time of 22:00 and a Time duration of 9 hours, the maintenance mode ends the next morning at 07:00. The window starts on the selected Weekdays value: if Sunday is selected, the window continues into Monday.

Use for:

  • Daily closing

  • Non-working days

     

2. Description

The description field is a free text field for explanation, for example:

  • “One-time maintenance”
  • “Daily nightly maintenance period”
  • “Sunday closed”

3. Functionalities to block

Blocked by default:

  • Mailbox processing
  • E-invoices
  • Import interfaces
  • Export interfaces

Optional blocks:

  • Block user login
    • This also closes all active sessions of users as soon as Maintenance Mode starts

4. Save

Click Save to activate the configuration.

5. Behaviour for users

5.1 Prior to maintenance

Users receive warnings:

  • 1 hour beforehand
  • Then again at:
    • 30 minutes
    • 15 minutes
    • 10 minutes
    • 5 minutes
    • 1 minute

5.2 During maintenance

Desktop/Mobile

  • Pop-up indicating the system is in maintenance
  • Editing not possible
  • Read-only allowed (unless login is blocked)
  • Workflow processing continues to work (unless login is blocked)

Login behaviour

  • Login screen shows:
    • Start and end time of maintenance
  • When login is blocked:
    • No access possible
      • Admin users:
        • Can still log in
        • See only the maintenance screen

6. Interfaces and integrations

During maintenance mode:

  • ❌ No import/export tasks are performed
  • ❌ No ERP transactions
  • ❌ No workflow export calls
  • ❌ Backend tasks stop

This ensures that:

  • No data inconsistencies arise
  • ERP systems are not burdened during maintenance

7. Manually ending maintenance

If necessary, maintenance can be ended earlier (by an authorised user):

  1. Go to Maintenance Mode
  2. Open the active configuration
  3. Disable it (unfreeze)

This is especially useful when:

  • Maintenance is finished earlier than the configured end time

8. Logging and auditing

All maintenance configurations:

  • Are stored in audit logs
  • Are traceable (who, when, what changed)

9. Best practices

  • Schedule maintenance outside working hours
  • Inform users in advance
  • Use recurring mode for fixed time slots, including slots that cross midnight
  • Test settings first in a test environment

10. Summary

Maintenance Mode offers:

  • Full control over system behaviour during maintenance
  • Protection against unwanted changes
  • Stability towards ERP integrations
  • Flexible scheduling (one-time or recurring)

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