In this article, we will explain the different user role permissions in Rentman and how you can use them to create the ideal user roles that work for your company.

Note: The rights that have a starnext to them are a power user right.

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General

• Name - The name of the user role, for example, crew planner, freelancer, project manager, etc.
• Download files - The option to download files. For example, freelancers usually do not need to have access to download files. In this case, you can disable downloading files for them.
  

  No	The user cannot download any files.
  Yes, but no confidential files	The user can download public files but cannot download confidential files.
  All files	The user can download all files.

• Templates for emails and personal texts - This option allows users to change or delete templates for default text for emails and slips. For example, an account manager or crew planner might need access to modify the email text and slips.
  

  Only edit and delete your own	The user can only edit or delete their own templates.
  Also edit and delete public ones	The user can edit or delete their own as well as public templates for emails and slips,

• Column sets - This option allows users to create and delete column sets in data tables. For example, freelancers may not need access to create column sets, but warehouse managers might benefit from having the option to create their own column sets.

  Create and delete your own	The user can create and delete their own column sets in data tables.
  Create and delete public	The user can create and delete all column sets in all data tables.

• Own data - This option allows users to edit their own data.
• Adding notes to items you are not allowed to edit - This option allows users who do not have the right to edit items to add notes. For example, a warehouse worker who does not have the option to edit an item can add a note to the item if they see that something is wrong. Users who have permission to edit items can always add notes.
• Uploading files to items you are not allowed to edit - This option allows users who do not have the right to edit items to upload files. Users who have permission to edit items can always upload files. For example, a warehouse worker might not need to have access to edit equipment, but with this permission, they can upload a receipt to an item. 
• Print packing slips - This option allows users to print packing slips. For example, a crew planner might not need to print packing slips, but a warehouse manager needs to be able to print them.
• Create and delete new tags - This option allows users to create or delete new tags. However, users can only create or delete tags in the modules that they have access to. For example, if a warehouse worker cannot access the group Crew members module, they cannot create tags for crew members.
• Is allowed to see confidential extra input fields - This option allows users to see confidential extra input fields. 

Dashboard

This option determines whether or not users can access the dashboard Dashboard

Note: Users only see information in the dashboard Dashboard that they are also allowed to see in other modules. For example, if they do not have access to financial information, they cannot create a dashboard with financial widgets.

My schedule

Note: By default, every user has access to their own schedule.

• Project planning of other crew members - This right refers to the functions that the user is allowed to see in the event My schedule module

  No access to project planning	The user has no access to project planning.
  Functions in subprojects for which this crew member is scheduled	The user can only see the functions they are scheduled on.
  All functions in all projects	The user can see planning for all crew members.

• Planned equipment for projects - The option to allow users to see the planned equipment for projects. This permission only applies to the app. For example, warehouse workers need to have this permission because they need to pack the equipment to send to the location. 

Appointments

• Own appointments - This option allows users to view, edit, and delete or only view their appointments. For example, if you select only view, the users in this user role cannot edit or delete their appointments. 
• Appointment for others - The option allows users to have access to others' appointments. For example, a crew planner might need to have the option to change others' appointments.

  No permission	The users cannot see other users' appointments.
  Only view	The user can only view other users' appointments.
  View, edit and delete	The user can view, edit and delete other users' appointments.

• Appointment for all employees - The option allows users to have access to all (public) appointments. 

  No permission	The users cannot see any (public) appointments.
  Only view	The user can only view all (public) appointments.
  View, edit and delete	The user can view, edit and delete all (public) appointments.

• Own availability - This option allows users to access their own availability. For example, you might want to allow freelancers to mark themselves as un-/available, so you allow them to view, edit and delete their availability.

  Only view	The user can only view their availability.
  View, edit and delete	The user can view, edit and delete their own availability.

• Availability of others - This option allows users to access others' availability. For example, crew planners should be able to view, edit and delete other users' availability because they need to schedule users on different functions, but a freelancer does not need to view the availability of others.

  No permission	The users cannot see the availability of others.
  Only view	The user can only view the availability of others
  View, edit and delete	The user can view, edit and delete the availability of others

• Contact information of the location - This option allows users to see the location's contact information. 

  Visible	The contact information of the location is always visible to users.
  Visible before and during the project	The contact information of the location is only visible to users before and during the project and after the project ends, it will be hidden.
  No permission	User has no access to the contact information of the location.

Job board

• Access to job board - This option allows users to access the job board. For example, warehouse workers do not need to have access to the job board, but freelancers need to have access to apply to jobs that are posted on the job board.

Warehouse module

Note: To view all projects in the warehouse, you need the 'All projects' permissions in the project module

• Which projects - This option determines the projects users can see. For example, a warehouse manager needs to have access to all projects, but warehouse workers might not need to have access to every project.

  Only projects in which the crew member scheduled or is assigned to	Users only access the projects they are scheduled or assigned to.
  All projects	Users access all projects.

• Access to all stock locations - This option restricts users in the specified role from viewing or filtering stock locations other than their default location in the warehouse overview. When enabled, users can filter warehouses beyond their default one in the warehouse  Warehouse module.
• Change project status - The option to change the project status to Prepared, On location, or Return. For example, only the account manager might need to have the option to change the project status.
• Add extra or other items - This option allows crew members to pack different or more equipment than initially planned for a specific project. For example, if they see that an item is broken when packing equipment, this permission allows them to add an alternative for the broken item.
• Invoice additional equipment, added during booking in the warehouse - If users add additional equipment to a project, this option allows them to invoice the client for the added items. 
• Create repairs - This option allows users to create repairs for defective items.
• Change stock in case of damage/loss - This option allows users to change the stock of equipment in case they are damaged or lost.
• Invoice the costs in case of damage/loss - This option allows users to invoice the client if equipment is damaged or lost on a project.
• Pack equipment without scanning - This option allows users to book equipment manually. 
• Returning different serial numbers in internal subrents - This option allows users to return different serial numbers to the original warehouse when booking equipment back. For example, if they internally subrent the serial number 001 from Warehouse A, this option allows them to return serial number 002 to Warehouse A instead of the serial number 001.
• Assign crew members to projects in the warehouse - This option allows users to assign crew members to (sub)projects in the warehouse. For example, a warehouse manager might need this right to be able to assign warehouse workers to different projects.
• Empty combinations in the warehouse - This option allows users to empty combinations all at once in the warehouse  Warehouse module. For instance, if your warehouse process involves emptying all combinations when they are returned, granting this permission ensures that warehouse workers can efficiently perform this task in bulk.

Projects

Note: Access to this module automatically allows viewing access to projects of which this crew member is the account manager.

Note: Access to the projects is automatically enabled if the user can access the account_circle Crew planner module.

• Visible projects - This option determines which projects are visible to the user. 

  Only own projects	Users can only see their own projects. Own projects are projects for which the user is the account manager.
  All projects	Users can see all projects.

• Change project star - This option allows users to change projects.

  No	Users cannot change any projects.
  Only own projects	Users can only change their own projects. Own projects are projects for which the user is the account manager.
  All projects	Users can change all projects.

• Availability of equipment - This option allows users to see the equipment availability timeline in the projects and the category Equipment module. This right also determines if shortages are shown in red in the projects.

  No permission	Users cannot see the availability of any piece of equipment.
  All quantities	Users can see the availability of all equipment but cannot view the projects and subrentals on which the items are planned.
  Projects and subrentals	Users can see the availability of all equipment, including the projects and subrentals on which the items are planned.

• Edit planned equipment when it is already booked - This option gives users permission to edit booked equipment. For example, if someone notices that the equipment is broken, they can swap it for another equipment while packing.

  Note: This user permission is not checked if the right to Add extra or other equipment is enabled in the warehouse user role. Therefore, if a user has the right to Add extra or other items, they are always allowed to do so, regardless of having permission to Edit the equipment when the project is being packed in the warehouse.

  Allowed to always edit booked equipment	Users are always allowed to edit booked equipment.
  Not allowed to edit booked equipment	Users are not allowed to edit any booked equipment.
  Not allowed to edit subproject with booked equipment	Users are not allowed to edit subproject with booked equipment.

• Delete projects - This option allows users to delete projects.
  Note: The users can only delete projects that they are allowed to edit. Therefore, if a user does not have permission to edit projects, they cannot delete them.
• Edit and delete default functions - This option allows users to edit or delete default functions
• Create invoices star - This option allows users to create invoices.
• Create quotations and contracts star - This option allows users to create quotations and contracts.
• Change schedule star - This option allows users to change the schedule.
  Note: The users can only change the schedule of the projects that are visible to them.

Crew planner

Note: The users will see all the projects that are visible to them in the table_chart Projects module.

• Change schedule star - This option allows users to change the schedule.
• Send planning emails star - This option allows users to send planning emails to crew members.

Subrent

This option allows users to access the subrent submodule. 

• Edit subrentals - This option allows users to edit subrentals. For example, if they need to add an item to the subrental, they can do it with this permission.

  No	Users cannot edit any subrentals.
  Only own subrentals	Users can only edit their own subrentals.
  All subrental jobs	Users can edit all subrentals.

Visibility finances

The user can view the data related to finances.

Invoices

Note: If the user has permission to create invoices in the table_chart Projects module, this permission is already enabled for them.

• Own invoices star - This option allows users to access their own invoices. Invoices that the user is the account manager of or the invoices that the user has created if no project is linked.

  Only view	Users can only view their own invoices.
  View and edit	Users can view and edit their own invoices.
  View, edit and delete	Users can view, edit and delete their own invoices.

• All other invoices - This option determines whether users can access invoices that do not belong to them. For example, a freelancer does not need to access invoices, but a finance manager should have access to all invoices.

  No permission	Users cannot view any invoices that are not their own.
  Only view	Users can only view the invoices that are not their own.
  View and edit	Users can view and edit invoices that are not their own.
  View, edit and delete	Users can view, edit and delete invoices that are not their own.

Purchase orders

Note: A labor purchase order is a type of purchase order that can be created in Rentman and therefore uses the same permissions as regular purchase orders.

• Visible purchase orders - This option allows users to see the purchase orders and see and access the Purchase orders sub-module and the Purchase order tab within projects. 

  Only own purchase orders	Users can only see their own purchase orders. Own purchase orders are purchase orders that you are the owner of, or that are used in projects for which you are the account manager.
  All purchase orders	Users can see all purchase orders.

• Create and edit purchase orders - This option allows users to create and edit purchase orders.

  No permission	Users cannot create and edit purchase orders.
  Only own purchase orders	Users can only create and edit their own purchase orders. Own purchase orders are purchase orders that you are the owner of, or that are used in projects for which you are the account manager.
  All purchase orders	Users can create and edit all purchase orders.

• Approve purchase orders star- This option allows users to approve and self-approve purchase orders.
• Cancel purchase orders- This option allows users to cancel purchase orders.
• Complete purchase orders - This option allows users to mark purchase orders as "Completed". 
• Add crew activities to purchase orders - This option allows users to add activities to purchase orders and therefore is required to create labor purchase orders. 

Equipment

• Equipment database - This option allows users to view the category Equipment module. For example, a crew planner does not need to have access to the equipment database.

  Only view	Users can only view the equipment database.
  View and edit	Users can view and edit items in the equipment database.
  View, edit and delete	Users can view, edit and delete items in the equipment database.

• Availability of equipment - This option allows users to see the equipment availability timeline in the projects and the category Equipment module. This right also determines if shortages are shown in red in the projects.

  No permission	Users cannot see the availability of any piece of equipment.
  All quantities	Users can see the availability of all equipment but cannot view the projects and subrentals on which the items are planned.
  Projects and subrentals	Users can see the availability of all equipment, including the projects and subrentals on which the items are planned.

Stock locations

• Stock locations database - This option allows users to access the stock locations database. For example, a crew planner does not need to have this option, but it might be useful for the warehouse manager.

  Only view	Users can only view the stock locations database.
  View and edit	Users can view and edit the stock locations database.

Contacts

• Contacts database - This option allows users to access the contact_phone Contacts module. For example, a warehouse manager might not need to have access to this information, but an account manager can benefit from having access to this option.

  Only view	Users can only view the contacts database.
  View and edit	Users can view and edit items in the contacts database.
  View, edit and delete	Users can view, edit and delete items in the contacts database.

Crew members

• Crew member database - This option allows users to access the group Crew Members module. For example, a warehouse manager might not need to have access to this information, but a crew planner needs to access this option.

  Only view	Users can only view the crew member database.
  View and edit	Users can view and edit items in the crew member database.
  View, edit and delete	Users can view, edit and delete items in the crew member database.

• Crew documents - This option allows users to access the Documents tab of crew members.

  No permission	Users cannot access the Documents tab.
  Only view	Users can only view the Documents tab and the crew documents in that tab.
  View, edit and delete	Users can view the Documents tab, and can edit and delete crew documents.

• Login information - This option allows users to change crew members' passwords and email addresses.
• Change user roles of crew members - This option allows the user to change the user roles of different users and themselves.
• Timeline crew members - This option allows users to display projects and appointments for which a crew member is scheduled. 

Vehicles

• Vehicles database - This option allows users to access the local_shipping Vehicles module. For example, a freelancer might not need to have access to this information, but a planner needs to access this option.

  Only view	Users can only view the vehicle database.
  View and edit	Users can view and edit items in the vehicle database.
  View, edit and delete	Users can view, edit and delete items in the vehicle database.

• Timeline vehicles - This option determines if the user can view the timeline of vehicles in the local_shipping Vehicles module or not. The timeline shows the projects a vehicle is planned on.

Tasks

Note: This setting also influences the task widget in the sidebar.

This option allows users to have access to the assignment_turned_in Tasks module.

• Tasks of others - This option allows users to see the tasks of other crew members. For example, a crew planner needs to see other crew members' tasks, but a freelancer might not need to have this option.

  No permission	Users cannot view any tasks that are not their own.
  Only view	Users can only view the tasks that are not their own.
  View and edit	Users can view and edit the tasks that are not their own.
  View, edit and delete	Users can view, edit and delete the tasks that are not their own.

Time registration

Determines if users can access the watch_later Time registration module.

• Own registered hours - This option allows users to access their own registered hours.

  Only view	Users can only view their own registered hours.
  View and edit	Users can view and edit their own registered hours.
  View, edit and delete	Users can view, edit and delete their own registered hours.

• Hours of other crew members - This option allows users to access the registered hours of other crew members. For example, a crew planner might need to access other crew members' registered hours to make necessary edits.

  No permission	Users cannot view other crew members' registered hours.
  Only view	Users can only view other crew members' registered hours.
  View and edit	Users can view and edit other crew members' registered hours.
  View, edit, delete and approve	Users can view, edit, delete and approve other crew members' registered hours.

• Pre-register hours - This option determines if users can register their hours in advance. For example, if selected yes, users can register their hours for the upcoming week based on the functions they are scheduled on.
• Activities - This option determines if users can access the Activities submodule.

  No permission	Users cannot view any activity.
  Only view own	Users can only view their own activities.
  View all activities	Users can view all activities.
  Edit all activities (adjust invoice references)	Users can view and edit activities. Editing includes adjusting the invoice references.

• Crew member rate visible in activities - This option determines if the crew members' rates are visible in activities for the user. Note: If the user's access to the table_chart Projects module is enabled, the crew rates are always visible in the Activities submodule.
• Clock in from the app - This option determines if users can clock in and out from the app.
• Leave registration - This option allows users to have access to leave requests in Rentman. 
• Manage, create and assess leave of others star- This option determines if users can manage leave requests in Rentman. 

Maintenance

Determines if users can access the build Maintenance module.

• Repairs and inspections - This option allows users to create repairs and inspections.

  Only view	Users can only view repairs and inspections.
  View and edit	Users can view and edit repairs and inspections.
  View, edit and delete	Users can view, edit and delete repairs and inspections.

Statistics

Determines if users can access the poll Statistic module. This option allows users to create statistics on projects, equipment, crew members, etc. 

Configuration

Determines if users can access the settings Configuration module, where all important settings can be customized.

• Create and edit user roles - This option allows users to create new user roles and edit existing ones. Note: Users who can edit user roles can also give their own user role additional rights.

Communication

The access to the dvr Communication module is always enabled, but the following options provide access to specific information.