Add Additional Users to Your Account

An unlimited number of subusers (managers and users) can securely be added to Rentec Direct to help you manage your properties and related tasks, whether they work on-site, remotely, or in other countries, such as Virtual Assistants (VAs).

⭐The account administrator has full access to all features when signing in with the Login & Password set in Settings, and should not be added as a subuser.

System Note: Messages sent from within the software will reference the subuser who sent them in message history.

What This Article Covers

This article reviews the following subjects: click on a link to jump to that section:

• Add Additional Users
• Default Permissions
• Customize User Permissions

Add Additional Users

Although only a few fields are required, we recommend completing as many fields as possible for accurate record-keeping. As you enter information, hover the "?" icons for helpful tips.

Add a User

In your Rentec Direct account: 

1. Click Settings
2. Under Account, select Users (Pro) or Managers & Users (PM)
3. Click + Add a User (Pro) or + Add a Manager (PM)
4. Enter the user's information
   1. Company details will auto-fill from your account, but can be adjusted if needed.

Set up login access: It's important for each user to have their own login.

5. Check Enable User Account to create their unique login
6. Enter a Username (an email address works well) and Password

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

7. Permissions: Select a permission level from the dropdown based on the user's role. You can update or customize permissions at any time after the user is added.
   1. Limited (default, read-only access)
   2. Financial
   3. Full
8. Email updates: By default, all users are automatically subscribed to the Rentec Direct blog to receive Product updates only, keeping them informed about new features and enhancements. You can change this to All updates or No emails (unsubscribe)
9. Allow International: Off by default and can be enabled if the user needs to log in from outside the United States (e.g., traveling or working remotely abroad as a virtual assistant)
10. Allow VPN: Enable this option if the user will log in via a virtual private network (VPN). (Hover over the "?" for more details)
11. Click Add User or Add Manager to save

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 role based 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

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

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

• Start broad, then refine: If a user handles multiple responsibilities, it's often fastest to assign Full Access first, then remove specific permissions as needed.
• Track user activity: Use the Transaction History Audit Log to easily identify which User added, edited, or deleted transactions.
• Verify subuser access before sharing credentials: Log in as the new user to confirm they can access only the areas you intend. This helps prevent confusion and ensures property setup.
• Review login activity: Check recent login history to monitor account access and activity.
• Assign property roles (PM accounts): Subusers in PM accounts can easily be designated as Property, Maintenance, or Marketing Managers for each property. This allows them to receive relevant communications and manage specific parts of your business. Learn more about how to Add Property Managers  (PM accounts)