RentEngine offers different user roles to help you manage team access and ensure each team member sees only what they need. This guide explains each role's capabilities and how to assign them.

Overview of User Roles

RentEngine has four user roles:

• Admin – Full access to all features and settings
• Reports Only – View-only access to reports and data
• Showing Agent – Limited access for leasing agents managing their own prospects and showings
• Maintenance – Lockbox-only access for maintenance staff

Admin

Admins have complete access to all RentEngine features and settings. This role is designed for account owners, property managers, and team leaders who need full control.

What Admins can do:

• Access all features across the platform
• Manage all properties, prospects, and showings
• Configure account settings and integrations
• Add, edit, and remove team members
• Assign roles and permissions to other users
• View deleted team members
• Access all reports and analytics
• Use the chat support widget
• Manage billing and subscription settings

When to use this role: Assign Admin access to property managers, operations managers, or anyone who needs full platform control.

Reports Only

The Reports Only role is designed for property owners who need visibility into performance data without accessing operational features.

What Reports Only users can do:

• View the Leasing Pipeline (print reports only, no editing or actions)
• Access Intelligence reports
• Use the Market Tool
• Access RentEngine University for training

What Reports Only users cannot do:

• Manage prospects or communicate with leads
• Schedule or manage showings
• Access or modify property settings
• Use the chat support widget
• Make changes to any operational features
• View or manage team members

When to use this role: Assign this role to team members who want performance visibility.

Showing Agent

The Showing Agent role is built for leasing agents who need to manage their own prospects and showings without seeing the entire team's pipeline.

What Showing Agent users can do:

• View prospects assigned to them or unassigned prospects in the Command Center (cannot filter to see other agents' prospects)
• View showings assigned to them in the Showings Calendar
• Reassign their showings to other team members
• Access Leasing Pipeline pages only for properties where they're on the subteam or assigned as the showing agent
• Adjust their Personal Showing preferences in settings
• Configure their Notifications settings

What Showing Agent users cannot do:

• See other agents' prospects or showings
• Access properties they're not assigned to
• Modify account-level settings
• Manage team members or permissions
• Access billing or subscription settings
• View Intelligence reports or Market Tool
• Configure integrations or property settings

When to use this role: Assign this role to leasing agents, showing coordinators, or part-time staff who only need to manage their own workload.

Maintenance

The Maintenance role is designed for maintenance staff who need lockbox access without seeing any leasing operations or prospect data.

What Maintenance users can do:

• Access the Lockboxes section
• Assign lockboxes to properties
• Generate lockbox codes

What Maintenance users cannot do:

• View or manage prospects
• Access showings or the showing calendar
• See the Command Center or Leasing Pipeline
• Access reports or analytics
• Modify property settings
• Use the chat support widget
• View or manage team members

When to use this role: Assign this role to maintenance staff who only need lockbox management capabilities.

How to Assign User Roles

1. Navigate to Settings > Team
2. Click Add Team Member or select an existing member to edit
3. Choose the appropriate role from the dropdown menu
4. Save changes

The user will immediately receive the permissions associated with their new role.

Updated on: 17/12/2025