Users & Roles
Add staff accounts, set permissions, and understand the difference between Administrators and Operators.
Overview
The Users section is where you manage who can access your LeaseLlama account and what they can do. Every team member gets their own login, which keeps things secure and creates an audit trail.
To get here: Go to Administration → Users.
The two roles
LeaseLlama uses two roles:
| Role | Best for | Badge color |
|---|---|---|
| Administrator | Owners, managers — full access to everything | Purple |
| Operator | Front desk staff, part-time employees — daily operations only | Gray |
What each role can do
| Feature | Administrator | Operator |
|---|---|---|
| Dashboard | ✅ | ✅ |
| Check in / check out renters | ✅ | ✅ |
| Record payments | ✅ | ✅ |
| View renters & spaces | ✅ | ✅ |
| Access billing | ✅ | ✅ |
| Administration area | ✅ | ❌ |
| System settings | ✅ | ❌ |
| Add/remove users | ✅ | ❌ |
| Manage categories & spaces | ✅ | ❌ |
| View reports | ✅ | ❌ |
Tip: When in doubt, start new staff as Operators. You can always upgrade them to Administrator later.
Adding a user
- Click Add New User
- Fill in the fields:
| Field | Required | Details |
|---|---|---|
| Full Name | Yes | Display name shown throughout LeaseLlama |
| Yes | Login email — must be unique | |
| Role | Yes | Operator or Administrator |
| Password | Yes | Minimum 8 characters |
| Confirm Password | Yes | Must match |
- Click Create User
The new user can log in immediately with their email and password.
Editing a user
Click a user in the list → Edit User. You can change their name, email, role, and password. Leave the password fields blank to keep the current password.
Deleting a user
Click Delete to remove a user. When deleted:
- They can’t log in anymore
- Their actions in the activity log are preserved
- Data they created (renters, invoices, etc.) stays in the system
Restrictions:
- You can’t delete yourself (another admin must do it)
- You can’t delete the last administrator — there must always be at least one
Security best practices
| Do | Don’t |
|---|---|
| Give each person their own account | Share login credentials |
| Start new staff as Operators | Make everyone an Administrator |
| Delete accounts when staff leave | Leave old accounts active |
| Use strong 8+ character passwords | Use “password123” |
When an employee leaves
- Immediately delete their account or change their password
- Review the activity log for their recent actions
- Verify another admin exists if they were an administrator
Common questions
How many users can I have? No limit.
Can a user have both roles? No — each user has exactly one role.
What if I change my own role to Operator? You’ll lose access to the Administration area. Make sure another admin exists first.
Can I temporarily disable a user? Not currently. Either delete the account or change their password.
Can Operators see other users? No. Only Administrators can access the Users section.
What to read next
| I want to… | Read this |
|---|---|
| Set up rental agreements | Contracts |
| Connect payment processing | Integrations |
| Understand what each role can do | User Roles Explained |