Add Additional Users to Your Account

Rentec Direct allows an unlimited number of users to easily be added to help you manage your properties and property management-related tasks. Once a user has been added to your account, you can:

• Enable the user's account with their own user name and password if they will be logging in
• Set permissions for what each user has access to based on their role
• (PM accounts) Assign users as Property, Maintenance, or Marketing Managers in each property, allowing them to receive communications and manage specific functions of your business

Security Note: By default, all new subusers are prohibited from permanently deleting properties or tenants. To grant access, the setting must be customized. 

Adding Users

Although few fields are required, it is recommended to fill in all known fields for record-keeping purposes. 

System Note: The admin of the account has access to everything in the software using the Login & Password established in Settings and should not need to be added as a manager.

The steps below will guide you through adding users to your account. 

In your Rentec Direct account: 

1. Click on Settings

2. Under Account, click on Users (Pro) or Managers & Users (PM)

   Click this link to learn more about how to Add Property Managers

3. Click on + Add a User or + Add a Manager (PM)

4. Enter the user's First and Last Name and Email Address. Company information will default from your account and can be modified if needed.

   Tip: PM accounts Property Manager Rents report will indicate the individual's company and name

5. Click the Enable User Account to set up their login information

   1. Enter a Username (an email address works great here) and Password

      Note: Passwords can be changed by each user when they log in, or by the manager

   2. Permissions will default to Limited with read-only access. Use the dropdown to select from Limited, Financial, or Full. (see below for details)

      Tip: Permissions can be edited and customized once the user has been added

   3. Allow International - This option is set to Off by default, allowing logins from the USA only. Check this option to enable this user to log in from anywhere in the world. This option is necessary if the user travels internationally or works as a Virtual Assistant (VA) from outside the USA.
   4. Allow VPN - Check this box if this user will be logging in through a virtual private network. (Hover over the "?" for more information on VPN's)
6. Click on Add User or Add Manager 

System Note: While we encourage all users to set up two-factor authentication, if your Rentec Direct account allows online payments, two-factor authentication will be required and can be set when each user logs in.

Permission Categories

When adding new subusers, you can configure their settings with one of three pre-configured permission categories. Once a user has been added, their permissions can be customized to ensure role-based permissions are enabled by editing the user.

Pre-configured Subuser Permission Categories

Limited

This will create a user account with no permissions, set to Read Only. This option allows you to select Read-Only Overrides that apply to that user. This is a perfect setting for subusers that may require very limited access.

Some situations where this can be beneficial are:

* A team member who only enters tenant payments 

* A team member or maintenance manager who only needs access to work orders

* A marketing manager or team member who only manages applications, new tenants, and leads

Financial

This will create a user account with access to Balances, Ledgers, Financial Reports, and the ability to enter and modify transactions.

Full

Full access to all functionality, including creating and modifying all user accounts

Custom Permissions

Each user may have unique functions that require them to have access to specific areas of the software. Customizing permissions allows you to create role-based permissions. 

The following steps walk through how to customize subuser permissions:

In your Rentec Direct account:

1. Click on Settings
2. Under Account, click on Users (Pro accounts) or Managers & Users (PM accounts)
3. Under Permissions, click on the link for the user (Custom, Limited, Financial, or Full)
4. Review and set the Permissions for the subuser. (To remove selections that have been made and not yet saved, click on Reset)
5. Click on Save Changes

Permission Tips

• When adding subusers that will process various tasks in Rentec Direct, setting the permission to "Full" and then removing access to specific fields as needed is usually the most time-efficient way to establish their permissions.
• Default permissions will change to "Custom" if any settings have been changed
• If a subusers permissions are edited/changed to Full, Financial, or Limited, their permissions will reset to that level, and any exceptions will need to be individually selected.
• When subusers add, edit, or delete transactions, they are easily identified in:
  • Transaction history details in Utilities
• Because of the varied options, we highly recommend you log in as the newly added subuser to confirm they only have access to areas you specify before sending them their credentials to log in.