Roles and Permissions

Roles control what staff members can see and do in CloudRent Pro. Assign the right role to give people the access they need while protecting sensitive information.

Default Roles

Role	Access Level	Best For
Owner	Everything including billing and deletion	Business owner
Admin	Everything except billing	Managers, office leads
Accounting	Invoices, payments, customers, reports	Bookkeepers, accounts staff
Technician	Equipment, service jobs, assigned work	Workshop staff, mechanics
Driver	Assigned jobs, time clock, basic equipment	Drivers, yard staff

Detailed Permissions by Role

Owner

• All Admin permissions plus:

• Subscription and billing management

• Account deletion

• Cannot be deactivated by others

Admin

• Full access to all modules

• Staff management and invitations

• Settings configuration

• Integration setup

• All reports

Accounting

• View and edit customers

• View rentals (read-only)

• Full invoice management

• Payment recording and refunds

• Financial reports

• Cannot edit equipment or rentals

Technician

• View and edit equipment

• Service jobs management

• View assigned rentals

• Time clock access

• Cannot access invoicing or customer details beyond basics

Driver

• View assigned jobs only

• Update job status

• Time clock

• Basic equipment lookup

• Cannot create or edit rentals, customers, or invoices

Assigning Roles

• Open staff profile

• Find the Role dropdown

• Select the appropriate role

• Save

Role changes take effect immediately on next login.

💡

Tip: Start with more restrictive roles. You can always add permissions later if needed.

Custom Permissions

Fine-tune access beyond default roles:

• Go to Settings → Roles

• Select a role to customise

• Toggle permissions on/off

• Save

Permission Categories

Category	Includes
Rentals	View, create, edit, delete rentals
Equipment	View, create, edit, delete equipment
Customers	View, create, edit, delete customers
Invoicing	View, create, send, record payments
Staff	View, manage, roster
Reports	Access to various report types
Settings	Access to configuration areas

Creating Custom Roles

If default roles don't fit:

• Go to Settings → Roles

• Click "New Role"

• Name the role

• Configure permissions

• Save

The new role is available when assigning to staff.

Role Best Practices

🎯 Principle of Least Privilege

Give people only the access they need. More access = more risk of accidents or misuse.

📝 Document Role Meanings

Make sure staff understand what their role allows and doesn't allow.

📂 Review Periodically

As staff responsibilities change, update their roles accordingly.

💰 Protect Financial Data

Limit invoice and payment access to those who truly need it.

⚠️

Warning: The Owner role cannot be removed from an account. Transfer ownership before deactivating the current owner.

Multiple Owners

CloudRent Pro allows multiple Owner accounts for business partnerships. Each Owner has full access including billing.

ℹ️

Note: Keep the number of Owners small. Too many Owners makes accountability difficult.