Invite Crew members and Invitation Types

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_circle Crew planner module
  • 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.

click to invite.gif

  1. Open the account_circle Crew Planner module.
  2. In the availability timeline, click on the magnifying glass and select the crew members you want to invite. 
  3. Select the appropriate time period from the top of the page and find (and unfold) your project.
  4. Select a function.
  5. In the availability timeline, select the envelope icon to invite crew members Screenshot 2023-09-26 at 08.58.10.png
  6. Click on the highlighted section in the availability timeline and invite the crew member for the function.
  7. Send invitations.

Alternatively, you can invite a crew member to a function without using click-to-invite.

Invite crew members without click-to-invite
  1. From the list of crew members and vehicles on the left, select checky_marky.png one or multiple crew functions and select checky_marky.png one or multiple crew members. If you don't see the list, you can open it by dragging it to the right. drag the list open.gif
  2. Choose a function.
  3. Click 'Invite'
  4. Configure the following settings:
    1. Invitation type 
    2. Due date
    3. Add or delete crew members.
    4. Add a message (optional: create/apply a template).
  5. Click on  Invite
  6. Send invitations.
invite old way.gif
Invite a crew member using the Crew scheduling tab
  1. Select blauw_vinkje.png one or multiple crew functions and select blauw_vinkje.png one or multiple crew members.
  2. Click "Invite".
  3. Configure the following settings:
    1. invitation type
    2. due date
    3. add or delete crew members
    4. add a message (optional: create/apply a template).
  4. Click  Invite
  5. Send invitations.

Invite crew members for a time period

Sometimes, you don't want to invite crew members for a specific function, but rather for a specific time period. You can do this using the availability timeline. 

invite timeline.gif

  1. Open the account_circle Crew Planner module.
  2. In the availability timeline, click on the magnifying glass and select the crew members you want to invite. 
  3. Drag the time period you want to invite them in the availability timeline.
  4. In the pop-up that appears, select 'Invite'
  5. (Optional) Add more crew members if you want.
  6. Click on  Select

Invitation Types 

Invitations for a function can be sent in three ways:

Request availability for times of function

the crew member will receive an email with the question "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.

After confirmation directly visibly planned on function

the crew member will receive an email with the question "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 and 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."

After confirmation invisibly planned on function

the crew member will receive an email with the question "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. 

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FAQs

How can I speed up the invitation process? 
If you have a lot of crew members to invite for functions, there is a more efficient way to accomplish this. Using the account_circle Crew planner module, you can invite crew members for a function using click-to-invite to send out invitations all at once.
When will my invitations be sent out?

The invitation will be sent within 15 minutes. Multiple invitations within 15 minutes will be combined into one email with multiple options.

Can I see invitations in the Rentman app?

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.

Will I get a push notification on my phone?

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.

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