Customizing Roles and Permissions in RentalWise

Overview

Roles define what Admins and Users can see and do within RentalWise. Each role consists of a collection of permissions that grant or restrict access to specific features, data, and actions. RentalWise provides pre-configured roles for common use cases, and you can customize these roles or create entirely new ones to match your business needs.

This guide explains how the roles system works, the difference between Admin and User roles, and how to customize or create new roles.

Prerequisites

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

• Understanding of your team structure and access requirements

Key Concepts

Admin Roles vs. User Roles

Roles in RentalWise are type-specific—they are built for either Admins or Users, and these role types do not overlap:

Important: You cannot assign an Admin role to a User or vice versa. When creating a new role, you must specify whether it is an Admin role or a User role.

Locked vs. Customizable Roles

Only the Owner and Admin roles are locked and cannot be modified. All other pre-configured roles can be customized, and you can create unlimited custom roles.

Step-by-Step Instructions

Step 1: Navigate to Roles Settings

1. Click on Settings in the main navigation menu

2. Select Roles from the settings menu

Step 2: View Existing Roles

The Roles page displays all available roles, organized by type:

• User Roles — Roles that can be assigned to Users

• Admin Roles — Roles that can be assigned to Admins (rarely used)

Step 3: Edit an Existing Role

1. Locate the role you want to customize

2. Click to Edit the role

3. Review and modify the available permissions

4. Click Save when finished

Step 4: Create a New Role

1. Select the correct Tab
   Admin Tab — For assignment to Admins

   User Tab — For assignment to Users

2. Click Create Role

3. Enter a Role Name (e.g., "Property Coordinator", "Financial Reviewer")

4. Configure permissions (see Permission Categories below)

5. Click Save to create the role

Understanding Permission Categories

Admin Role Permissions

Admin roles have access to a broader set of permissions, including:

• Dashboard & Profile — Login, dashboard resources, profile settings

• Properties — Full property management capabilities

• Bookings — Complete booking lifecycle management

• Channels & Integrations — OTA connections, API access

• Financials — Payments, invoices, accounting

• Websites Module — Website builder and configuration (Admin-only)

• Platform Settings — Master account settings (Admin-only)

• Team Management — Managing other Admins and Users

User Role Permissions

User roles have focused permissions designed for external collaborators:

Dashboard & Profile:

• Login & Dashboard access

• Profile and profile settings

• Search, tracking, onboarding

Properties:

Property Scope — Controls which properties the User can see:

• All properties in the account

• Only properties where they are the homeowner

• Only properties with assigned booking jobs

• Only enabled properties

Bookings:

Booking Scope — Controls which bookings the User can see:

• Homeowner Bookings (owner stays only)

• Pending Payment & Beyond

• Pending Host Confirmation & Beyond

• Confirmed & Completed

• Confirmed Only

• Has Assigned Jobs

• Own Bookings (only what they created)

Pricing Breakdown — Controls how fees are displayed:

• Show full breakdown (fees as separate line items)

• Bundle into accommodation (combined amount, no fee details)

Operations:

• View Operations — See booking jobs and tasks, mark complete, report issues

• Manage Operations — Create and manage booking jobs and tasks

Communications:

• Manage Inbox — View inbox, message threads, send/reply to messages

Integrations:

• View Integrations — See connected channels

Channel Scope — Controls which channels the User can see:

• All channels and integrations

• Channels they created plus shared global integrations

• Only channels they personally created

Step 5: Assign Roles to Admins or Users

After creating or customizing a role:

For Admins:

1. Go to Settings → Admins

2. Edit the Admin's profile

3. Select the new role from the Admin role dropdown

4. Save changes

For Users:

1. Go to Settings → Users

2. Edit the User's profile

3. Select the new role from the User role dropdown

4. Save changes

Common Role Configurations

Example: Property Manager Assistant (User)

For an internal team member who needs broad access but shouldn't be an Admin:

Example: Homeowner (User)

For property owners who want visibility into their properties:

Example: Operations Staff (User)

For cleaners and maintenance personnel:

Important Notes

Testing New Roles

A single email address can only be associated with one login (Admin or User). If you want to test how a new role behaves from a user's perspective, you must:

1. Create a test account using a different, valid email address

2. Assign the role you want to test

3. Log in with the test account to verify the experience

Role Changes Take Effect Immediately

When you modify a role's permissions, all Admins or Users assigned to that role will see the changes immediately upon their next page load or login.

Deleting Roles

Before deleting a custom role, ensure no Admins or Users are currently assigned to it. You may need to reassign them to a different role first.

Scope Settings Are Powerful

Pay careful attention to Property Scope, Booking Scope, and Channel Scope settings. These filters dramatically affect what data a User can access, even if they have "view" permissions enabled.

Related Articles

• Understanding and Managing Admins in RentalWise

• Understanding and Managing Users in RentalWise

Last updated: April 21, 2026