OTOBO / Znuny – Plan and Manage System Maintenance

System maintenance is a core part of any IT administration. Some maintenance tasks require a temporary suspension of live operations. In these cases, it is especially important to inform users in a timely manner and keep the system accessible only to administrators.

OTOBO provides the System Maintenance module in the admin interface, offering a clear overview to create, adjust, and pre-warn users about maintenance windows via login notices or in-app notifications.

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Add New System Maintenance

1. Click on Add New System Maintenance.
2. Fill in the Start Date, End Date, and Comment (description).
3. Optionally, enable the Login Message and/or Notification Message.
4. Save by clicking Save.

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Edit Existing System Maintenance

1. Select the entry in the maintenance overview.
2. Adjust the start/end date, message, or validity status.
3. Click on Save.

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Delete System Maintenance

1. Click the trash can icon on the desired entry.
2. Confirm by clicking Confirm.

Note: Use the filter field to quickly find maintenance entries by name.

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Important Settings

• Start Date / End Date
• Comment * (displayed in the list)
• Show Login Message (login screen)
• Notification Message (in-app notice before maintenance)
• Validity * (active / inactive)

TIP

You can set the default texts for login and in-app messages in the system configuration:

• SystemMaintenance::IsActiveDefaultLoginMessage
• SystemMaintenance::IsActiveDefaultNotification

You can control the timing of the in-app warning before maintenance begins with SystemMaintenance::TimeNotifyUpcomingMaintenance (minutes before start).

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Session Management

In addition to planned maintenance, it is often necessary to monitor active user sessions and terminate them if needed.

In the Session Management module, you can see all currently logged-in users:

• End single sessions: Click on End this session
• End all sessions except your own: Click on End all sessions, except your own

These functions help to quickly clear the system after maintenance or in case of security incidents.

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Conclusion

With the System Maintenance module and Session Management, OTOBO / Znuny offers administration tools to:

1. Announce maintenance windows transparently
2. Proactively inform users
3. Restrict access during the maintenance window
4. Securely manage active sessions at any time

This ensures smooth system maintenance while maintaining user satisfaction.