Renter logins and password resets
Renters sign in to your portal with an email address and a password. There are exactly two doors into a login: signing a contract, or an invite link - sent by you from the customer's record, and sent automatically when someone books online. Renters can never register themselves.
The address to hand out is on the Renter portal panel in Settings, ready to copy. Invite and reset emails carry their own links, so most renters never type it.
Where to find it: Settings → Renter-facing
How a customer gets a login
Signing a contract is the usual way. The signing page has the renter set up their account as part of signing, so a customer who has signed already has access - there is nothing for you to do. See Send a contract for signing.
For anyone else, invite them from their record:
- Open the customer from Customers. The portal row sits on their Contact card.
- Click Invite to portal. It needs an email address on the record.
- The customer gets an email with a link where they set their own password. Resending is safe - someone who already has access here is never re-invited.
- If outgoing email is off or the send was skipped, the drawer hands you the link to copy instead of failing quietly. Give it to the customer yourself - like the invite, it expires after seven days.
Tip: A copied invite or reset link can set the account's password. Give it to the customer and nobody else.
What the portal row means
Active - the renter set their own password and signs in with the address shown.
Pending - the account was set up with a password you chose, and the renter has not set their own yet. Reset password emails them a link to set one.
Portal access removed - their login was removed. Their records are unchanged, and Restore access re-invites them to the same account.
No portal login yet - never invited, or invited and the link not used yet. Invite them.
Password resets
Reset password sits on the portal row for any customer with a login. It emails them a one-time reset link - you never see or choose the password itself, and Fleetola refuses one typed by an operator. Muting a customer's automated emails never blocks these links: invites and resets always send.
Renters can reset themselves, too. The sign-in page's Magic link tab emails a one-time link where they set a new password - no operator needed. Point them at that tab, not the Forgot? link beside the password box, which does nothing yet.
Two addresses on one row
The portal row can read Signs in with one address but this record says another. The sign-in address belongs to the login; the record address is what was typed on the customer; and they can drift, usually because the renter changed their email in the portal. Save the address you want on the customer record and both move together.
For some customers the drawer withholds the copyable reset link even when email is off. Their login is shared with another rental company - one person can use one Fleetola login at several operators - and a reset link resets that whole login, so it is only ever sent to the renter. Ask them to use the Magic link tab themselves.
Related guides
- Set up the renter app & portal - Customise what your renters see and can do.
- Customer addresses - Street, suburb, state and postcode - four fields, not one box.
- The emails your renters get - Every automatic renter email, editable word for word - and exactly when each one sends.