What do Invitations do?
You can invite crew members to fill in their availability, or invite them directly for a specific function. In this article we explain how to send an invitation for a time period and the different types of invitations that can be sent out to your crew.
Crew members receive invitations by email and the Rentman Mobile app. Rentman directly registers the answers in the Crew planner.
Invitations in Rentman can be sent from:
- The account_circleCrew plannermodule.
- The Crew Scheduling tab in a project
Invite crew members for a function using click-to-invite
Click-to-invite is a faster way to invite crew members. Click-to-invite allows you to invite crew members with less clicking and gives you a quicker overview of their availability. You can also invite crew members for multiple functions at once.
- Open the account_circle Crew Planner module.
- In the availability timeline, click on the magnifying glass and select the crew members you want to invite.
- Select the appropriate time period from the top of the page and find (and unfold) your project.
- Select a function.
- In the availability timeline, select the envelope icon to invite crew members
- Click on the highlighted section in the availability timeline and invite the crew member for the function.
- Send invitations.
Alternatively, you can invite a crew member to a function without using click-to-invite.
- Select the function(s).
- From the list of crew members and vehicles on the left, select
the crew member(s) If you do not see the list, you can open it by dragging it to the right.
- Click on 'Invite'
- Select the invitation type.
- (Optional) Set a due date and reminder, add a message or add custom salutations and greetings. For messages, salutations, and greetings, you can also create/apply a template.
- (Optional) Click on Customize email to customize the information shown on the invitations. You can also change the default invite templates in settings Configuration Module.
- Invite.
- Select
one or multiple crew functions and select
- Click on 'Invite'
- Select the invitation type.
- (Optional) Set a due date and reminder, add a message or add custom salutations and greetings. For messages, salutations, and greetings, you can also create/apply a template.
- (Optional) Click on Customize email to customize the information shown on the invitations. You can also change the default invite templates in settings Configuration Module.
- Invite.
Invite crew members for a time period
Sometimes, you do not want to invite crew members for a specific function, but rather for a specific time period. You can do this using the availability timeline.
- Open the account_circle Crew Planner module.
-
In the availability timeline, click on the magnifying glass and select the crew members you want to invite.
Cannot see the availability timeline?Drag it open. - Drag the time period you want to invite them in the availability timeline.
- In the pop-up that appears, select Invitation
- Select the invitation type: Availability or Reservation
- (Optional) Set a due date and reminder, add a message or add custom salutations and greetings. For messages, salutations, and greetings, you can also create/apply a template.
- (Optional) Click on Customize email to customize the information shown on the invitations. You can also change the default invite templates in settings Configuration Module.
- Invite.
Invitation Types
Invitations for a function can be sent in four ways:
The crew member will receive an email with the default text "Are you available for this period?". If the crew member chooses "Yes", the crew member is shown as available. If "No" is chosen, the crew member is shown as not available. No project or function details are shown. You can change the default text in settings Configuration Module.
The crew member will receive an email with the default text "Are you available for this position?". If the crew member chooses "Yes", the crew member is immediately scheduled for the position (Final planning). Once enough people (as many as was first planned for the function) respond "Yes" to the invitation, the invitation expires. If a crew member responds "Yes" after that, they will receive a message saying "You can no longer accept the invitation. This function is already fully planned." You can change the default text in settings Configuration Module.
The crew member will receive an email with the default text "Are you available for this function?". If the crew member chooses "Yes", the crew member is planned invisibly (Draft planning) for the function. If more crew members than needed accept the invitation, the crew planner can choose between the crew members that responded "Yes" to the invitation. You can change the default text in settings Configuration Module.
The crew member will receive an email with the default text "You are invited to provide your availability for the following date(s). When you accept the invitation, you will be planned on these dates." If the crew member chooses "Yes", they will be marked as reserved for the function times or specified times. No function or project details are shared. You can change the default text in settings Configuration Module.
FAQs
The invitation will be sent within 15 minutes. Multiple invitations within 15 minutes will be combined into one email with multiple options.
Invitations can also be received and answered in the Rentman Mobile app. Click on "Invitations" in the app, and you will see an overview of all outstanding invitations.
Push notifications can be sent to the app for new invitations. Make sure Rentman Mobile has the right to send push notifications in the app settings and that the notifications in Rentman Web have been set up correctly.