Adding your team and setting permissions
Give staff their own logins and control what each person can see and change.
Updated
Everyone who uses Rentrovia should have their own login. Shared accounts make it impossible to tell who created a booking or who took a payment, which is exactly what you need to know when something looks wrong.
Roles
Access is controlled by role rather than per person:
- Owner — everything, including billing and settings.
- Manager — day-to-day operations across the business.
- Staff — narrower default access for counter and field work.
Owners can adjust the Manager and Staff defaults under Settings → Permissions. Give people the least access that lets them do their job. It is not about trust; it is about limiting how far an honest mistake travels.
What permissions actually control
Permissions decide which buttons exist, not just which pages open. Someone without the booking transition permission can open a booking and read it, but will not see Confirm, Start rental or End rental at all.
This is worth knowing before you start debugging. If a colleague says a button is missing, check their role first. See booking statuses for which actions those buttons cover.
Adding someone
Go to Settings → Members. Add the person, choose their role, and set a temporary password. Share that password with them securely so they can use their own sign-in.
When someone leaves
Remove their access the same day. Their past work stays in the records — bookings, payments and notes are not deleted with the account.
Employees are a separate thing
The Employees module records staff details, salaries and job information. It is your HR record, not your access control.
Adding an employee does not create a login, and giving someone a login does not create an employee record. Most businesses want both, entered separately.