Users, roles and logging in

Rentalbuddy separates two things that are easy to confuse:

• The account — your company. Bookings, locations, products and settings belong to the account.
• The user — one person's login. Several users can log in to the same account.

If a colleague needs their own login, you add a user to your existing account. You do not create a second account for them; a second account would have its own separate bookings, locations and subscription.

Logging in

1. Open the Rentalbuddy admin address you were given (its address ends in /auth/login).
2. Enter Email address and Password.
3. Press Log in.

If the email address has never been verified, the login is refused with this message: "Email address not verified, sign-in forbidden. Please check your email for a verification link." That is not a wrong password — see Email verification below.

Forgotten password

This one is usually asked in a hurry, standing at a station. It takes about a minute.

1. On the login page, press Forgot your password?
2. Enter your email address and press Send Email.
3. Check your inbox. The confirmation screen says a secure link has been sent "if an account is registered under it to create a new password".
4. Open the link and set a new password.

Two things to know:

• The link expires in 60 minutes. If you take longer, request a new one.
• If the mail does not arrive, check your spam or junk folder — the confirmation screen says so itself. Also check you used the exact address your login was created with.

If you are already logged in and simply want a new password, use Settings → User Profile → Change password instead.

Email verification

New users are normally sent a verification link when they are created. In the user form this is the checkbox Send email with verification link to user, which is ticked by default for a new user.

Until the user opens that link, they cannot log in — they will hit the "Email address not verified" message. If the mail was lost, the fix is to open the user again and save with Send email with verification link to user ticked, which sends a fresh link.

The three roles

When a user is created, a Role must be picked. There are exactly three, shown in the picker by their technical names:

ACCOUNT_USER — the normal role for people who run rentals. They get the full working menu: Home, Bookings, Booking Management, Customers, Products, Locations, Stations, Promo codes, Memberships, FAQ and Settings. They can edit account settings.

READ_USER — the restricted role, and the answer to "is there read-only access?" Yes, there is:

• The left menu is reduced to Booking Management only.
• In Booking Management and in the event overview, the action buttons are hidden — this user can look at bookings but not act on them.
• Under Settings, only the User Profile tab is available. All the account tabs (Account, Language, Customer flow, Email Settings, Payments, tax settings, Integrations, Billing) are hidden.

It is not a perfect read-only sandbox — treat it as "can see the day's bookings, cannot change your setup".

ADMIN_USER — full access, including the Users and Accounts screens in the left menu. Only this role sees the Users entry in the menu at all.

Give colleagues ACCOUNT_USER unless you specifically want them limited, in which case use READ_USER.

Adding a user

The Users screen appears in the left menu only for ADMIN_USER (its address ends in /users). If you do not see Users in your menu, your own user does not have that role — ask Rentalbuddy support to add the colleague for you, and say which role they should get.

If you do have access:

1. Open Users in the left menu.
2. Press Add User.
3. Fill in Name and Email (both required).
4. Set Password and Repeat Password. The password must be at least 6 characters; the person can change it later under Settings → User Profile.
5. Phone Number is optional.
6. Pick the Role — see above.
7. Pick the Account. This is what decides whose bookings and locations the person will see. Getting this wrong is the usual cause of "my colleague logs in and sees nothing".
8. Tick I have read and accept the Terms and Conditions.
9. Leave Send email with verification link to user ticked so they can actually log in.
10. Press Add User.

The list then shows the user with Name, Company Name, Email, Phone Number, Role and Created. You can search it with the search field at the top.

Editing a user

Click the edit icon on the row. You can change name, email, phone, role and account.

The password fields are hidden when editing until you turn on the Change password switch — so an ordinary edit does not touch the person's password.

Removing a user

1. Open Users.
2. Click the delete icon on the row.
3. The confirmation asks Delete user? — "Are you sure you want to delete this user?"
4. Confirm with Delete user.

This removes the person's login. It does not remove the account, the bookings they created, or anything else about your company.

If someone has left and you want the login gone the same day, deleting the user is the way — there is no "suspend" or "deactivate" state for a user.

Quick answers

"My colleague can log in but sees no bookings." Their user is on the wrong Account. Open the user, set the correct Account, save.

"My colleague sees only Booking Management." Their Role is READ_USER. Change it to ACCOUNT_USER.

"They never got the verification email." Open the user, make sure Send email with verification link to user is ticked, and save. Then have them check spam.

"We are opening a second company — same account or a new one?" A separate legal entity that invoices separately needs its own Rentalbuddy account, because company details, payments, tax rates and billing are all account-level. Several locations under one company belong in one account.

"I don't have the Users menu." Only ADMIN_USER sees it. Contact Rentalbuddy support to have a user added or a role changed.