Checklist before activating Rentman 4G

This article is meant for Rentman 3 users who are preparing to switch to Rentman 4G. When you've completed this checklist, you are ready to activate Rentman 4G.

Rentman 4G is different to Rentman 3 in many ways. Therefore, it's important to prepare yourself well before activating Rentman 4G. In summary, it involves four aspects:

  1. Know how Rentman 4G works
    Know where to find the functionalities you need on a daily basis, and how to use them.
  2. Check for missing functionalities
    Some functionalities that were in Rentman 3 are currently not present in Rentman 4G. Check which functionalities are important for your company, and whether they are present in Rentman 4G. If a functionality is missing, prepare alternative ways of working.
  3. Make sure your templates work
    Rentman 4G offers pre-made and ready-to-use system templates for quotations, contracts, invoices, packings slips, and more. Custom Rentman 3 templates will not function correctly anymore in Rentman 4G. You need to remake your custom templates in Rentman 4G.
  4. Additional checks
    When you use specific functionalities, you need to perform additional checks.

1. Know how Rentman 4G works

Before using Rentman 4G, answer the following questions:

  • Which functionalities do I need on a daily basis?
  • Where do I find them in the software?
  • How do I use them?

We recommend that you create a realistic project, including realistic data and information for your projects. This way, you will experience most of the new functionalities that you will be using.

Learning functionalities

From experience, we know that learning new functionalities is relatively easy. Functionalities that were changed require the most learning, such as planning crew and transport, and warehousing.

Changes to planning crew and transport:

  • New way of planning functions (and function groups)
  • A new planning screen
  • Many new functionalities
  • A visual Crew planner module (available for accounts with a Pro license).
    Did you use Rentman 3's crew planner board? The change to Rentman 4G's Crew planner module is quite big. We recommend spending some time when testing it in Rentman 4G.

Changes to warehousing (booking equipment):

  • Booking equipment in/out is now done in the Warehouse module.
  • New and redesigned interface with drag and drop functionalities.
  • Equipment can also be booked to Prepared, in addition to Location and Warehouse
  • Direct actions for equipment such as adding more equipment or booking alternatives.
  • The Warehouse module has a lot of functionalities. For example, a timeline for vehicles and crew members, overview of different equipment statuses, changing equipment status by dragging and dropping, and changing equipment status by scanning your equipment.
    Did you book equipment in/out in Rentman 3? We recommend spending some time in the Warehouse module, to understand the new options for booking equipment in and out using Rentman 4G.

Get started with this:

    1. Watch our video tutorials. These are the fastest way to get familiar with Rentman 4G.
    2. Find out what's new in Rentman 4G.
    3. Read our articles about specific functionalities in Using Rentman.
    4. Read our articles about setting up Rentman 4G in Setting Up.
    5. Copy your Rentman 3 database to Rentman 4G, and start testing.

2. Check for missing functionalities

Some functionalities that were in Rentman 3 are currently not present in Rentman 4G. This is because they are not possible with our new framework, or they were implemented in a different way. By testing Rentman 4G for yourself, you will discover whether any functionalities are missing that you were using in Rentman 3.

Our article Omitted and planned functionalities also contains a useful overview. 

Currently, the most notable missing functionalities are:

  • Booking equipment using the Rentman App
  • Projects in calendar synchronization
  • Combined invoice for multiple projects
  • Add to existing subhire

These functionalities are planned to be added to Rentman 4G. If any of these are important to you, think about alternative ways of working.

3. Make sure your custom templates work

Rentman 4G offers pre-made and ready-to-use system templates for quotations, contracts, invoices, packings slips, and more. You will find them in your template overview, and more can be found in our template library.

If you created your own custom templates in Rentman 3, you need to remake them in Rentman 4G. This is because the new template editor contains new functionalities, and some variables were changed. Unfortunately, it was not possible to automatically update all functionalities and variables that are included in your custom templates.

Your Rentman 3 templates are still copied over to Rentman 4G, but will not function correctly.

To quickly create your own custom template, you can duplicate a system template and edit it the way you want. For instructions, please read our article about Document templates.

Warning: If you want to create your Rentman 4G templates before switching to Rentman 4G, pay attention. Your custom Rentman 4G templates will be lost when you make the final (or a new) copy of your Rentman 3 database. However, our Support team can always get them back for you. This means that you can still create them in advance.

Delete and re-add reminder templates

Rentman 3's system templates are automatically replaced by Rentman 4G's updated system templates, except for reminders templates. Templates for reminders need to be manually deleted from your overview, and re-added from the template library in Rentman 4G. Otherwise, you will be stuck with old templates for reminders that do not function correctly.

Support for templates

If you've read our article about Document templates, but need more help with creating document templates in Rentman 4G, you can email or call our Support team directly.

Rentman also offers to create document templates for your company against an hourly rate. Contact us for more information.

Our Support team can also get your custom Rentman 4G templates back, if they were lost after the final (or a new) copy of your Rentman 3 database.

4. Update variables in your email/message templates

If you use variables in your email and personal message templates, these need to be updated in Rentman 4G. This is because the variables were changed.

Your old Rentman 3 variables are still present in your Rentman 4G templates, but will not work unless you update them.

Make sure to check all of your email and personal message templates, and replace all variables with the new Rentman 4G variables.

5. Additional checks

For specific functionalities, you need to perform additional checks or configure your settings.

Do these checks in Rentman 4G after you make the final copy of your database. If you do it before the final copy, your changes will be lost.

Make sent messages visible

By default, all emails sent from Rentman 4G are hidden for all users. To let users see all previously sent messages, you need to edit your User roles. When editing a user role, scroll down to the Messages section and check the box to give access.

To view sent messages:

  1. Click on your profile name in the top right corner.

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  2. Choose Messages.

Invitations

Invitations sent from Rentman 3 cannot be copied over to Rentman 4G. This is because invitations have been redesigned in Rentman 4G. You need to revisit all projects with pending invitations, and send them again from within Rentman 4G.

Appointments

In some cases, appointments that were only set for a couple of crew members in Rentman 3 are set for everyone in Rentman 4G. This is because of changes to appointments in Rentman 4G. If this is the case for you, you need to correct your appointments in the My schedule module in Rentman 4G.

Webshop plugin or API connection

With our new webshop plugin, your webshop is directly connected to your Rentman 4G account. Your previous webshop plugin for Rentman 3 will not function correctly anymore.

At this moment, Rentman 4G does not have an open API. This because Rentman is actively and rapidly being developed, which makes maintaining an API difficult. Read more here.

Frequently asked questions

How long should I take to prepare?
This depends on your business needs. If you are a small business with few power users, little crew planning or booking equipment, and you use Rentman's system templates, preparation generally doesn't take long.

However, if you are a larger business with specific needs, a proper preparation may take longer. This is because it's important for everyone to learn Rentman 4G's workflow, and to set up the software in advance.

Take more time when:

  • You work with more power users.
  • You do extensive crew planning in Rentman.
  • You book equipment in/out in Rentman.
  • You have used custom templates, and want to use custom templates again in Rentman 4G.

Can I start using Rentman 4G immediately after activation?
Yes. However, there are some settings that you need to (re)configure in Rentman 4G. Please read our article about Activating Rentman 4G for more information.

I want to create my Rentman 4G templates before I switch to Rentman 4G.
If you want to create your Rentman 4G templates before switching to Rentman 4G, pay attention. Your custom Rentman 4G templates will be lost when you make the final (or a new) copy of your Rentman 3 database. However, our Support team can get them back for you. This means that you can still create them in advance.

Ready to activate?

When you've followed everything in this article, you are ready to make the final copy of your database and activate Rentman 4G.

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