Overview
User roles let you control what each team member can see and do in RentEngine. Assign the right role so users can work efficiently without accessing settings they don’t need.
Available roles
RentEngine provides five built-in roles. Each limits access based on common leasing team responsibilities.
Admin
Admins have full access to all features and settings.
Admins can:
See and use every feature in the platform
Manage all properties, prospects, and showings
Configure account settings and integrations
Add, edit, and remove team members
Add and manage Trusted Contacts
Assign roles
Access all reports and analytics
Use the RentEngine support chat
Manage billing and subscriptions
When to use:
Assign this role to owners, property managers, or operations leads who need complete control.
Member
Members have access to all features, except Team, Billing, Trusted Contacts
Members can:
See and use most features in the platform
Manage all properties, prospects, and showings
Configure account settings and integrations
Access all reports and analytics
Use the RentEngine support chat
Member users cannot:
Add or manage users
Add or manager Trusted Contacts
Manage billing and subscriptions
When to use:
Assign this role to the central leasing team, who need access to most features.
Reports Only
This role is designed for team members who need performance visibility without operational access.
Reports Only users can:
View and generate leasing reports
Access the Intelligence dashboard
Use the Market Tool
Use RentEngine University training resources
Use the RentEngine support chat
Reports Only users cannot:
Manage prospects or send messages
Schedule or view showings
Change settings
Manage users or integrations
Access operational workflows
When to use:
Assign this role to owners or stakeholders focused on performance metrics.
Showing Agent
Showing Agents handle their own prospects and showings without seeing the entire team’s pipeline.
Showing Agents can:
View prospects assigned to them or unassigned prospects in the Command Center
See showings assigned to them on the Showings Calendar
Reassign their showings to others
Access Leasing Reports only for properties where they’re on the subteam or assigned agent
Update their personal showing and notification settings
Use the RentEngine support chat
Showing Agents cannot:
See other agents’ prospects or showings
Access properties they’re not assigned to
Edit account-level settings
Manage users or billing
View reports or integrations
When to use:
Assign this role to leasing agents who only need to manage their own workload.
Maintenance
Maintenance users have access only to lockbox and access tools.
Maintenance users can:
Access the Lockboxes section
Assign lockboxes to units
Generate lockbox codes
Use the RentEngine support chat
Maintenance users cannot:
See prospects or conversations
Manage showings
Access reporting or analytics
Modify property settings
Manage users or roles
When to use:
Assign this role to maintenance staff who need access to lockbox tools but not daily leasing workflows.
How to assign roles
Go to Settings > Team
Add a new team member or select an existing user
Choose the appropriate role from the dropdown
Click Save
The user gets the permissions for their new role immediately.
Best practices
Give admin access only to users who need full control
Use Member for the central leasing team
Use Reports Only for owners or executives
Use Showing Agent for frontline leasing staff
Use Maintenance for lockbox-only access
Carefully assigning roles keeps workflows simple and secure.