Invite crew members for functions

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 do this.

You can also watch our tutorial video below:


Crew members receive invitations by e-mail and the Rentman App. Rentman directly registers the answers in the crew planner.

Invitations in Rentman can be sent from:

  • The Crew planner module
  • The Planning tab in a project

Invitation for a function

  1. Select one or multiple crew functions (use checkboxes to select multiple functions).
  2. Select one or multiple crew members (use checkboxes to select multiple members).
  3. Click on the More_Actions.png button in the crew planner in the project tab or on the Actions.png button in the Crew planner module.
  4. Choose 'invite selected crew members'.
  5. (Optional) select a due date for the answer.
  6. (Optional) add an additional text to the invitation.
  7. Select the way to send the invitation.
  8. Click Invite 

The invitation will be sent within 15 minutes. Multiple invitations within 15 minutes will be combined into one e-mail with multiple options. Invitations can also be received and answered in the Rentman App. The invitations module in the Rentman App gives an overview of all outstanding invitations. Push notifications can be sent for new invitations. Make sure the Rentman App has the rights to sent push notifications in the App settings.

Ways of sending invitations

Invitations for a function can be sent in three ways:

  • Request availability for times of function: the crew member gets the question 'are you available for this time period?'. Use this option if you don't want to give information about the project.
  • After confirmation directly visibly planned on function: the crew member gets the question 'are you available for this function?'. If the crew member accepts the invitation, he/she will be planned and will be able to see the function on the My schedule module. Use this option if the invited crew member is your first choice for the function.
  • After confirmation invisibly planned on function: the crew member gets the question 'are you available for this function? When choosing 'yes' the crew member is planned but the function is still invisible. Use this option to invite multiple people for the same function, and then decide which of the available crew members is your favourite.
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