One login across rental companies
A renter's Fleetola login belongs to them, not to any one rental company. One email address and one password can open portals at several companies - normal for rideshare and delivery drivers, who often rent from two yards at once. Each company grants its own access separately, and yours is the only one you control.
Your invite still works
Invite the customer from their record exactly as usual - you do not have to know or ask whether they already have a login, because Fleetola works that out when the invite is sent. If their email already has one, the link opens a one-step page instead of a password form: one press of Add & continue adds your company to their account, their password is untouched, and they land in your portal signed in. An online booking sends the same link automatically. Signing a contract is different: a customer with no login sets a password as part of signing, and one who already has a login still needs your invite from their record - which opens this same one-step page.
Why the invite went to a different address
An invite to an existing login is emailed to the address that login signs in with - not always the one on your record, because a renter can change their email from their own portal while your record keeps whatever was typed on it. The confirmation names the real recipient - Portal invite sent to that address - so chase that inbox, not the record's. The link opens their whole login, so it is only ever mailed to the login's own inbox. The drawer shows both addresses whenever they differ - see Renter logins and password resets.
One login, separate portals
There is no switching between companies inside the portal. Each company has its own portal address - yours is on the Renter portal panel in Settings - and the renter signs in at each one with the same email and password. Your address opens your portal, and it shows only what they rent from you.
What you can see about their other companies
Nothing, by design. The signed-in dates on their record count your portal alone, a refusal may say an address is in use at another rental company but never names which, and muting your emails to a customer never touches what another company sends. The one shared fact is the sign-in address itself: while a login is active at another company, only the renter can change its email, from their portal profile - Fleetola refuses the edit on your side and says so.
That email is already in use
Saving a customer can be refused because the address is already taken - by another customer record here, or by an existing sign-in. Almost always that is an earlier typo of your own, so when whatever holds the address has never actually been used, the refusal offers the fix:
- Save the customer. If the address can be freed safely, the refusal offers Free it and save.
- Read what it names: an unused sign-in to delete, a stray record whose email will be cleared, or both. The record itself, and any contracts, are never touched.
- Confirm. The address is freed and your save goes through.
Freeing is refused for anything real - a sign-in that has been signed in to or is in use at another company, or a record with contract history - and a refusal changes nothing. The address genuinely belongs to somebody, so ask the customer which email they want on file with you.
Tip: Do not dodge an in-use refusal by saving the customer under a spare or made-up address. Invites, receipts and their sign-in all follow the email on the record - a wrong one is a customer who never gets the link.
Where to find it: Customers → open a customer
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.
- Renter logins and password resets - How customers get portal access, where they sign in, and how passwords are reset.
- The emails your renters get - Every automatic renter email, editable word for word - and exactly when each one sends.