Inviting Staff
CloudRent Pro supports multiple team members with different access levels. This guide explains how to invite staff, assign roles, and manage permissions so everyone has the access they need.
Understanding Staff Roles
Each staff member is assigned a role that determines what they can see and do in CloudRent Pro. Choose the role that best matches their responsibilities.
Role |
Access Level |
Best For |
|---|---|---|
Owner |
Full access to everything including billing and account deletion |
Business owner or principal |
Admin |
Full access except billing settings and account deletion |
Office managers, operations managers |
Accounting |
Invoices, payments, customers, and reports |
Bookkeepers, accounts staff |
Technician |
Equipment, service jobs, and assigned work |
Workshop staff, mechanics |
Driver |
Assigned jobs, time clock, and limited equipment view |
Delivery drivers, yard staff |
Inviting a New Staff Member
Go to Settings in the sidebar
Click Staff to open staff management
Click Invite Staff button
Enter their email address — This will be their login
Enter their name — First and last name
Select a role from the dropdown
Click Send Invitation
The staff member receives an email with a link to set their password and access CloudRent Pro.
💡
Tip: If someone hasn't received their invitation email, check their spam folder first. You can resend the invitation from the Staff settings page.
What the Invitation Includes
When you invite someone, they receive an email containing:
A welcome message from your company
A secure link to set their password
Instructions for logging in
The invitation link expires after 7 days. If it expires, simply resend the invitation.
Managing Existing Staff
Changing Someone's Role
Go to Settings → Staff
Click on the staff member's name
Select a new role from the dropdown
Click Save
Role changes take effect immediately.
Deactivating a Staff Member
If someone leaves your company, you can deactivate their account rather than deleting it. This preserves their history while preventing login.
Go to Settings → Staff
Click on the staff member
Toggle Active to Off
Click Save
⚠️
Warning: Deactivated staff members cannot log in but remain visible in historical records. You cannot delete staff members who have activity history.
Role Permissions Detail
Here's a detailed breakdown of what each role can access:
Owner & Admin
All modules and features
Company settings
Staff management
Integration settings
Accounting
View and edit customers
View rentals (read-only)
Full invoice management
Payment recording
Reports access
Technician
View and edit equipment
Service jobs management
View assigned rentals
Time clock access
Driver
View assigned jobs only
Update job status
Time clock access
Basic equipment lookup
Tips for Team Setup
👥 Start with Admin Roles
Give Admin access to key staff who need to manage day-to-day operations without full Owner privileges.
🎯 Match Roles to Responsibilities
Don't give everyone Admin access — use appropriate roles to keep the interface clean and prevent accidental changes.
📝 Document Your Team
Add profile photos and contact details to staff profiles so everyone can easily identify team members.