Staff, roles & location access
Invite your team, choose what each person can do with owner/manager/staff roles, and limit a member to specific locations.
Add the people who work with you in Settings → Staff. Each member gets their own login, a role that controls what they can do, and — if you run more than one location — an optional list of branches they’re limited to.
Invite a team member
- Go to Settings → Staff and choose Add staff.
- Enter their name and email, pick a role, and (optionally) limit them to certain locations.
- Choose Add staff. Rental Pilot creates an invite link and copies it to your clipboard — it’s also emailed to them.
The new member shows an Invite pending badge until they open the link, set a password and sign in. Need the link again? Choose Copy invite on their row. Invite links expire after 7 days; re-adding or editing the member issues a fresh one.
Note: A member can’t sign in until they accept their invite and set a password — you never set or see their password.
Roles: who can do what
Pick the role that matches how much someone should be able to do:
- Staff — Check-in/out, bookings. The day-to-day role: Calendar, Bookings, Quotes, Fleet and Customers. Staff can’t see Reports or Activity and can’t open Settings.
- Manager — Manage bookings & fleet. Everything Staff can do, plus Reports and the Activity log, and the Promo, Locations and Import tabs in Settings.
- Owner — Full access. Everything, including the owner-only Settings tabs: Booking site, Pricing, Extras, Agreement, Staff, Payments and Subscription. Only an owner can invite staff, connect Stripe or change your plan.
You can have more than one owner. Rental Pilot won’t let you remove or demote the last owner, so your account always has someone who can manage billing and the team.
Limit a member to certain locations
If you have more than one location, the Add/Edit staff form shows a Location access picker. Tap the branches a member should be limited to:
- Leave it empty → the member has access to all locations.
- Pick one or more → the member only sees and works with those branches.
Owners are never limited — they always see every location.
A member limited to certain branches sees only those branches’ bookings, fleet, calendar, reports and dashboard. They can’t open or change a booking at a branch they’re not assigned to. Two things stay shared for everyone, whatever their scope:
- Customers — your customer list and history is shared across the whole business.
- “Available everywhere” vehicles — a car with no location set (see Add & manage vehicles) shows up at every branch, so scoped members can use it too.
Changes to someone’s role or locations take effect the next time they load a page — they don’t need to sign out and back in.
Manage your team
On each member’s row you can:
- Sign out — ends their sessions and forces a fresh sign-in on every device. Use this if a device is lost or you’ve just changed their access.
- Deactivate — disables the login without deleting anything. Their history and attribution stay intact; choose Reactivate to restore access.
- Remove — deletes the member from your directory.
Tip: Ask everyone — owners especially — to turn on two-factor authentication. It’s the single best way to keep your team’s logins, customer details and payouts safe.
Need a hand? Contact us.