Rentman is phasing out the logging in with unverified email addresses and moving everyone to the global profile, which uses a verified email address and password. As a workspace administrator, you have a part to play in making this transition smooth for your team. This article explains what is changing, what you need to do, and how to help the people in your workspace switch before the deadline.

What is changing?

Until now, there have been two ways to log in to Rentman:

• The old way (unverified login): a username and password or unverified email address that works only for one specific workspace, at a URL like yourcompany.rentmanapp.com.
• The new way (global profile): a verified email address and password that works across every workspace a person belongs to, at rentmanapp.com/login.

The username login is being switched off. From September 15, 2026, everyone in your workspace will have to log in with their verified email address through a global profile.

Why this matters for you

• Better security for your whole workspace. A global profile supports modern protections like single sign-on (SSO), things a username login cannot offer.
• Fewer login problems to manage. One login method across all workspaces means simpler support for your crew.
• A deadline you do not want your team to miss. Anyone who has not switched by the cutoff will lose access and will need your help to get back in. Acting early keeps that work off your plate.

Your two responsibilities

As an administrator, you have two things to do:

1. Make sure you are logged in through a global profile. Learn more here.
2. Help and encourage the people in your workspace to verify their email addresses before the deadline. They have already received an email about this. 

It is important to understand that, in most cases, each person must complete their own switch. You cannot log in as someone else to do it for them, because creating a global profile involves confirming an email address and setting a password that only that person should control. Your role is to identify who still needs to switch, make sure their email address is correct, and remind them to take action.

Step 1: Switch your own profile first

Before you help anyone else, switch your own login if you have not already. This also lets you see the process your crew will go through.

Follow the steps in this article.

Step 2: See who still needs to switch

When there are still people in your workspace not logging in with a verified email address, you will see a warning banner. Opening it helps you gain insight into who has not switched yet.

1. On the warning banner, click on Show crew members to open the management window.
2. You can review the list of crew members who either have unverified email addresses (Email verification required) or do not have a valid email address (No valid email address). 
3. Use these lists to plan who you need to contact.

Step 3: Correct email addresses and notify your crew

From the same crew members page with filters applied, you can help your crew members get ready to switch:

Update an email address

If crew members share an email address, or have no email address, on file, you can correct it in their crew members’ detail page.

1. Open the crew member by double-clicking on their name.
2. Under Login information, update their email address.
3. Save

Send a notification to crew member(s)

1. Navigate to the Crew members module.
2. Select the crew member(s) you want to send the notification to.
3. Click on three dots menu (more options) and select Send reminder for email verification.
4. Read the message and click Send.

A notification email will be sent to selected crew members which explains the change, shows the person their username and workspace, states the deadline, and includes a direct link to begin. This is the easiest way to prompt your crew to act.

We have also added a new column called “Last seen” to help you have a better overview of your crew members. Using this column, you can see when your crew members were last seen in Rentman. Use this column to clean up your workspace from old crew members who no longer need to access your workspace.

Remind your crew members to switch themselves

This is the most important part of your role, so it is worth repeating: you cannot complete the switch on behalf of your crew — they must do it themselves. What you can do is make sure they know it is required, know how to do it, and know the deadline.

A few suggestions:

• Notify your crew members using the notify action in the crew members list or from the crew members’ detail page.
• Mention the change in your usual team channels, not only inside Rentman. Crew members who work mainly in the mobile app may not notice in-app banners straight away.
• Share the user guide with them directly. It walks them through every step.
• Encourage people to switch early rather than waiting. The grace period gives them room to do it calmly; the last-minute rush is where problems happen.

The timeline

The transition happens in stages. The earlier your team acts, the less disruption anyone will face.

What happens after the final deadline (September 15, 2026)

After the final deadline, any account that has not switched will have its username and password removed and will be set to inactive. People in this situation will not be able to log in on their own.

To restore access for one of your crew members:

1. Navigate to the Crew members module and double click on the crew member to open their profile.
2. Fill in their email address.
3. Change the settings Can log in to Yes.
4. Save
5. The crew member will receive an email asking them to verify their email address. 
6. Once their email address is verified, they can login and access the workspace. 

Important: if you are an administrator who still uses a username login

If you yourself log in with a username and do not switch before the deadline, you will be locked out along with everyone else and you will not be able to let yourself back in. To avoid this, complete Step 1 above well before the cutoff.

If this has already happened and no other administrator is able to help, contact Rentman support and we will help you regain access.

Tips for tricky situations

Frequently asked questions

Are you still having trouble? Read this article for more FAQs.