Account and Password Security

Rentec Direct property management software contains sensitive information including personal and financial data, making account security extremely important. We've taken steps to help protect your information, alert you to suspicious activity as soon as we become aware of it, and provide options to protect your account.

This article explains the security features available in Rentec Direct and how to protect your account from unauthorized access.

Account Security Video

The following video will review some of the ways to protect your data and funds from potential threats.

Account Security & Protecting your Data with Nathan Miller | Rentec Direct Webinar

For more information about how we protect your information, see System Security and Offsite Data Backups

How to Protect Your Rentec Direct Account and Data

Usernames and Passwords

The security of your username and password is your responsibility to keep safe and not share.

Each person who needs access to your Rentec Direct account should have their own login credentials. This allows you to manage individual access and permissions instead of sharing one username and password. It's also important to always use a different password for your Rentec Direct account than you use for other programs and online services.

Learn more: Add Subusers, Managers, and Additional Users to Your Account

Two-Factor Authentication

We strongly recommend enabling two-factor authentication (2FA) for all users of your account. For accounts with online payment access, two-factor authentication is required for every user.

Two-factor authentication strengthens your login security by requiring two forms of verification when logging in to confirm it's really you. These include something you know, such as your unique password, and something you have, such as a trusted device or security key, which you choose.

Depending on your selected authentication method, the second verification step may include:

A physical USB security key
A security code sent to your phone by text message
A code generated through an authenticator app

After entering your username and password, you'll be prompted to complete the additional verification step. This helps prevent unauthorized access, even if someone else obtains your password.

Learn more: Two-Factor Authentication (2FA) Overview

Passkeys provide a more secure way to sign in without entering a traditional username or password. Instead, you use a passkey security linked with your device to verify your identity.

Depending on your device, you may use:

Face ID or fingerprint recognition
Your device PIN
A physical security key

Because no reusable password is entered or stored, passkeys help prevent phishing and unauthorized access. After setup, logging in is simple. Select Use Passkey on the login screen and follow the prompts on your device to verify your identity. making this the most secure sign-in option available.

Learn more: Passwordless Login Using Passkeys

Notification of New or Suspicious Logins

Rentec Direct monitors account activity and may send an email notification when your account is accessed from a new device or at a new location. The email contains information about the computer and internet connection used to access your account.

If you receive a notification about a login you don't recognize, review the information and take steps to secure your account. We recommend immediately changing your password and enabling two-factor authentication if you haven't already.

Username and Password Security Validation

Rentec Direct may also check your login credentials against known security risks to help protect your account. If we identify that the same username and password has appeared in known data breaches or has been exposed through other less secure platforms, we may ask you to change it.

Your actual password is never shared during this process. Instead, we use anonymized login data hashes using the k-Anonymity principle to help verify password security without exposing your credentials.

Managing User and Manager Accounts

You should never share your password with others, including friends, relatives, and employees. Instead, create a separate login for each person. Rentec Direct offers:

Pre formatted Full, Limited, and Financial permission settings
Read only
Customizable permissions to allow or prohibit specific functions and access

Rentec Direct allows you to add managers and additional users at no extra charge. You can also assign specific permissions for each user account, ensuring each user or manager has access only to the data they need.

Learn more: Add Additional Users to Your Account

Disabling Manager & User Accounts

When someone no longer needs access to your Rentec Direct account, disable their login. This is especially important when an employee leaves your company or a manager no longer works with your properties.

Disabling an account automatically logs out anyone currently signed in using that person's credentials, helping prevent further access.

Encrypted Communications

Rentec Direct encrypts information sent between your computer and our servers while it is being transmitted. Encryption helps protect your information from being read by unauthorized parties, even if someone intercepts your internet traffic.

This added layer of protection helps keep your account information and communications secure while you use the software.