Managing Users

Give every member of your team their own login to Rentablez while you stay in control of who can do what. Each user is assigned a role that decides exactly which parts of the app they can see and change, so a warehouse hand and an accountant get very different views of the same account.

Adding, editing, and deactivating users requires the users.write permission. Users with view-only access can see the list but won’t see the Add User button or the row actions.

Where to Find It

Open Settings from the main menu and choose Users under the Users & Access group. The Users List shows everyone in your organization with their username, first name, email, role, and current status.

Adding a User

1. On the Users List, click Add User.
2. Fill in the Personal Information:
   • First Name (required) — letters, spaces, hyphens, and apostrophes only.
   • Last Name (optional).
   • Username (required) — the unique login ID. Use letters, numbers, hyphens, and underscores only (minimum 3 characters).
   • Profile Image (optional) — upload a photo for the user’s avatar.
3. Fill in the Account & Security details:
   • Email Address (required).
   • Branch (optional) — assign the user to one of your branches. If you have a default branch set up, it is pre-selected.
   • Role (required) — pick the role that grants the right permissions. See Configuring Roles & Permissions.
   • Password (required) — type a password or click Generate Secure Password to create a strong one automatically. Use the eye icon to reveal what you typed.
4. Click Save.

Password rules: a password must be at least 8 characters and include an uppercase letter, a lowercase letter, a number, and a special character. The Generate Secure Password button always produces a valid one.

Once the user is created, a User Credentials summary appears showing the email and password, each with a copy button. Share these with the new team member so they can log in, then click Done.

Reactivating an Existing User

If you try to add a user whose username and email already exist but are inactive, Rentablez won’t create a duplicate. Instead you’ll see a User Already Exists prompt. Click Yes, Activate User to reactivate the existing account rather than creating a new one.

Editing a User

1. In the Users List, click the user’s username (shown as a link).
2. Update any of the fields, then click Save.

A couple of things to keep in mind:

• When you edit your own account, the Username and Role fields are locked — you can’t change your own role or sign-in name from here.
• If the account you open is inactive, all fields are read-only. Activate the user first (see below) to make changes.

Resetting a User’s Password

If someone is locked out or forgets their password, you can set a new one for them.

1. In the Users List, find the user and click Reset Password in the Actions column.
2. Enter a new password (minimum 6 characters). Use the eye icon to check it.
3. Click Reset Password.

The user is emailed automatically with their new password, so you don’t need to share it manually.

Activating & Deactivating Users

When someone leaves the team, deactivate their account to revoke access immediately. Their past activity and records stay intact — deactivating never deletes history.

1. In the Users List, click Deactivate (or Activate) in the Actions column for that user.
2. Confirm in the prompt. A deactivated user loses access to the system straight away and can be reactivated any time.

The Status column always shows whether an account is Active or Inactive.

You can’t deactivate your own account. This safeguard stops you from accidentally locking yourself out. Ask another administrator to do it if needed.

Roles vs. Users

Users and roles work together:

To change what a person can do, either assign them a different role here or adjust the permissions on their existing role.

Related Articles

• Configuring Roles & Permissions
• Managing Ground Staff
• Application Settings