Understanding and Managing Admins

Overview

Admins are individuals who have access to RentalWise's core platform settings and administrative functions. The account owner is automatically designated as the primary Admin (Owner), and additional Admins can be added for business partners, co-owners, or team members who require elevated access to system-wide settings, integrations, or the Websites module.

This guide explains what Admins are, when to use them, and how to add and configure Admin accounts.

Prerequisites

• You must be logged in as an Admin with permissions to manage other Admins

• You need the email address of the person you want to add as an Admin

When to Add Someone as an Admin

Admins should be reserved for individuals who need access to platform-level settings that are not available to Users. Consider adding someone as an Admin if they:

RentalWise Recommendation: For all non-business owners, we recommend adding them as Users rather than Admins—unless they specifically require access to the Websites module or master platform settings. Users can be configured with robust permissions while maintaining better security boundaries.

Step-by-Step Instructions

Step 1: Navigate to Admin Settings

1. Click on Settings in the main navigation menu

2. Select Admins from the settings menu

Step 2: View Existing Admins

The Admins page displays a list of all current Admins on your account, including:

• Name

• Email address

• Assigned role

• Status

Step 3: Add a New Admin

1. Click the Add Admin button

2. Enter the new Admin's details:

   • Name — Full name of the admin

   • Email — Must be a unique email not already associated with an Admin or User account

3. Select a Role to assign (see Roles documentation for details)

4. Click Save

Important: A single email address can only be associated with ONE login—either as an Admin or a User, not both. If you need to test a new role, use a different (but functional) email address.

Step 4: Assign or Change an Admin's Role

1. From the Admins list, locate the Admin you want to modify

2. Click to edit their profile.

3. Choose from available Admin roles:

   • Owner — Full access, locked role (cannot be customized)

   • Admin — Full access, locked role (cannot be customized)

   • Accounting — Pre-configured for financial access (customizable)

   • Custom roles — Any Admin roles you have created

4. Save your changes

Pre-Configured Admin Roles

Note: Only the Owner and Admin roles are locked. All other Admin roles (including Accounting) can be customized, and you can create new Admin roles in Settings → Roles.

Important Notes

Admins vs. Users

• Admins can access platform-level settings, the Websites module, and have broader configuration capabilities

• Users are designed for external collaborators and have a different (more limited) set of available permissions

• Admin roles and User roles are completely separate—they do not overlap or interchange

Email Uniqueness

Each email address can only exist once in the system. If someone is already a User, you cannot add them as an Admin with the same email (and vice versa).

Testing Roles

If you want to test how a particular role behaves, create a test account using a different valid email address. Do not attempt to use the same email for both Admin and User testing.

Related Articles

• Understanding and Managing Users in RentalWise

• Customizing Roles and Permissions

• Websites Module Overview

Last updated: April 21, 2026