Add Additional Users to Your Account

It's easy to add an unlimited number of subusers and managers to the software to securely help you manage your properties and related tasks, whether they work on-site, remotely, or as Virtual Assistants (VAs).

This article reviews:

• Add Additional Users
• Default Permissions
• Customize User Permissions

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

Add Additional Users

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

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

The steps below will guide you through adding users to your account. Hover the "?" for helpful tips on entering data.

In your Rentec Direct account: 

1. Click on Settings
2. Under Account, click on Users (Pro) or Managers & Users (PM)
3. Click on + Add a User or + Add a Manager (PM)
4. Enter their contact information (Company information will default from your account and can be modified if needed.)
5. Check the Enable User Account box to set up their unique 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. Permissions can be edited and customized once the subuser has been added.
   3. Allow International - This option is set to Off by default, allowing logins only from the USA. Check this option to enable the 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 log in via a virtual private network (VPN). (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.

Default User Permissions

When adding new users, there are three default permission settings that can easily be customized.

Some situations where default permissions can be helpful include:

* 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

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 who may require very limited access.

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

Customize User Permissions

Once a user has been added, their permissions can be customized to ensure role-based permissions are enabled by editing the user. Modifying permissions:

• Automatically changes the default permission setting to Custom
• If 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

The following steps walk through how to customize user 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

• Subusers who perform various tasks - Setting their permissions to "Full" and then removing access to specific fields as needed can be the most time-efficient way to establish their permissions.
• Transaction History Audit Log - Easily identify which User added, edited, or deleted transactions
• Verify subuser access - We highly recommend that you log in as the newly added subuser to confirm they have access only to the areas you specify before sending them their credentials to log in.
• View user login history - Click here to learn more about how to View Recent Logins
• Users/Managers can be assigned tasks as Property, Maintenance, or Marketing Managers for each property, so they can receive communications and manage specific functions of your business. Learn more about how to Add Property Managers  (PM accounts)