Common questions: team members and permissions

Quick answers about the Team page. There are three roles: Owner, Manager, and Staff. Every team member signs in with their own email, so nobody shares a login.

Where to find it

Settings → Team. It has two tabs, Team Members and Permissions. Only Owners and Managers can open it (it needs the "View team" permission).

Questions and answers

How do I add a staff member?

Open Settings → Team, press + Invite Member, fill in Name, Email, and Role (Staff or Manager), then press Send Invite. Renta emails them an invitation with the subject "You've been invited to [your business] on Renta". See Inviting staff and setting their role.

What does the person I invited have to do?

They open the link in the email. The page says "You've been invited!" with an Accept Invite button. If they are not signed in, they sign in with a one-time code sent to the same email address. There is no password to create.

Do my employees need a password?

No. Everyone signs in by typing their email, pressing Send OTP, and entering the one-time password (OTP) that Renta emails them. Each person needs their own email address.

What is the difference between Owner, Manager, and Staff?

The Owner can do everything, including billing, deleting the account, and making someone else an Owner. A Manager can do everything except those three: they cannot manage billing, delete the account, or promote anyone to Owner. Staff can run the day-to-day business (bookings including refunds and cancellations, fleet, customers, waivers, pricing, coupons, add-ons, maintenance, reviews, inbox, reports) but not manage the team, billing, API keys, the website builder, or the audit log. Staff also cannot delete fleet items or customers.

Where can I see exactly what each role can do?

Settings → Team → Permissions tab. The table at the bottom lists every permission with a check mark under Owner, Manager, or Staff.

How do I make someone an Owner?

The invite form only offers Staff and Manager. After they have joined, an Owner opens the Team page and changes that person's Role dropdown to Owner. Only an Owner can do this. An account can have more than one Owner.

How do I change someone's role?

Use the Role dropdown in their row (Staff, Manager, Owner). The rules: you cannot change your own role, a Manager cannot change another Manager or an Owner, and only an Owner can promote someone to Owner. If a rule blocks you, the change is refused.

Why is the Role dropdown greyed out on one row?

It is greyed out on Owner rows, so an Owner's role cannot be changed from this page. Owner rows also have no Deactivate button.

How do I remove an employee who left?

Press Deactivate on their row and confirm. They lose access straight away ("They will lose access"). Deactivating keeps their history; the row stays in the list as inactive. Only an Owner can deactivate someone, you cannot deactivate yourself, and Owner rows have no Deactivate button, so an Owner cannot be deactivated from this page.

Why does Deactivate not work for a Manager?

Managers see the button, but only an Owner is allowed to deactivate, so Renta refuses the change (the page may show a generic error or nothing at all). Ask an Owner to do it.

Can I delete a team member for good?

No. The Team page only has Deactivate and Reactivate. Deactivated people no longer count toward your active team.

How do I bring back someone I deactivated?

Press Reactivate on their row and confirm. You can also invite the same email again with + Invite Member; that reactivates the old row with the role and name you choose.

How do I change a team member's name or fix their email?

Press Edit, change Name (up to 120 characters), and press Save Changes. The Email box can only be edited while the person has not yet signed in. Once they have, the form says "This email is their login. Only they can change it from their own account." Editing a pending invite's email does not send a new invitation, so if the person needs a fresh email, an Owner can deactivate that row and invite the correct address.

Why is there no Edit button on someone's row?

You can always edit yourself and Owners can edit anyone. A Manager can edit only Staff-level people, so Manager and Owner rows have no Edit button for them.

Why can't I see the Team page?

Settings → Team needs the "View team" permission, which Owners and Managers have and Staff do not. Ask an Owner or Manager, or see Common questions: business details and general settings for other cards hidden by role.

Why can't I invite anyone? I reached the maximum number of team members.

Renta limits how many active team members an account can have. While your account is still a trial the default limit is 2 active team members, shown as a usage bar at the top of the Team page, and the form says "You've reached the demo limit"; going live removes the trial limits. On a live account the default cap is 5 active team members (the Owner counts), and the message is meant to tell you to contact team@rentalabs.io to raise it. That number is a default Renta can change, so the cap on your account may differ. See Going live: turning on real payments.

Can a Manager invite other Managers?

Yes. Owners and Managers can both invite as Staff or Manager. Only an Owner can later promote someone to Owner.

What are the four switches on the Permissions tab?

Override permissions lets an Owner decide whether Managers and Staff can do four sensitive things that Owners can always do: Allow availability overrides, Allow price overrides, Allow autotracked counter overrides, and Allow starting unpaid rentals. They are separate from the role table. See Fine-tuning what Managers and Staff can do.

What does each override switch do, and what is its starting value?

• Allow availability overrides (off): bypass advance-notice, buffer, and inventory-conflict checks when creating bookings.
• Allow price overrides (off): edit a line's rate or total on a booking outside the rate card.
• Allow autotracked counter overrides (on): manually set autotracked counters such as utilization days or uses on a service log. Hours and miles are always editable.
• Allow starting unpaid rentals (off): press Start anyway, with a reason, when the Start payment check says the rental is not paid.

Why are the override switches greyed out for me?

Only Owners can change them. Everyone else sees them greyed out with "Only owners can change these settings." After an Owner flips a switch, Save changes and Discard buttons appear.

How do I see what my team has been doing?

Owners and Managers can open the audit log and the staff activity report. See Who changed what, and when and Staff activity log.