The invite template customization in Rentman allows users to create tailored messages that enhance communication and streamline workflows. With this feature, users can personalize invitations by adding headers, branding elements, and selected data, while also formatting messages to be more precise and visually appealing.

By crafting messages with a personal touch, users can foster stronger connections with their teams, improve response rates, and ensure clarity in their communications. This feature empowers planners to deliver professional, branded invitations that reflect their unique needs, all while keeping it flexible at the same time to add personal messages per invitation.

Why is customizing invites important?

Invite template customization in Rentman lets users create personalized, professional messages with details like greetings, function information, and branded elements, including a customizable signature. This helps crew members feel informed and valued.

The feature aims to improve response rates by presenting essential details (such as the client's name and location) in a clear, concise format, making it easier for freelancers to respond quickly.

By keeping all communication within Rentman, users save time, avoid double work, and maintain a centralized workflow for scheduling and planning.

Real-life scenarios

Here are some examples how this functionality can be used:

Getting started with invite template customization

Customizing invite templates happens at two different stages. First, you need to create templates in the settings Configuration Module where you can add a logo, set up custom salutations and introductions and custom messages for each invite type; final planning, draft planning, availability and reservations. You can also determine which of the following information can be shown in invitations:

• Due date - the deadline for crew members to respond to the invitation.
• Location - location of the project. Some companies prefer to withhold this information until the invitation is accepted.
• Client's name - the name of the project's client. You can choose to omit this for initial invitations.
• Function groups - the group to which the function belongs in the project. Sometimes, this information is unnecessary for the crew member to know, so some users prefer not to share it to keep the invitations brief and straightforward.
• Project leader - the project's leader. You indicate the project leader in the Crew scheduling tab of your project.
• Account manager - the account manager of the project who is in charge of a project in Rentman.

Here is how you can set up invite templates:

1. Navigate to settings Configuration Module > Communication > Invitations
2. Configure the options.
   
   Options

   Email

   Sender's email address - The email address from where you want the crew members to receive invitation emails.

   Use BCC - Choose if you want to use BCC so that your manager or colleagues can receive a copy of the email automatically. If you choose Yes, provide the BCC email address(es).

   Separate email signature

   Choose if you want to use a separate email signature. You can also use variables in your email signature. 

   Logo

   You can add a file of your company's logo to include in the email invitations sent from your Rentman workspace.

   Custom email content

   Email subject - Add a custom email subject for the email invitations sent to your crew members.

   Salutations and greetings - Add custom salutations and greetings. You can also use variables here. 

   Custom messages per invitation type

   Add a different message for each invitation type (final planning, draft planning, availability request, and reservation). Rentman provides default invitation texts that include clear instructions and set expectations, such as: "After confirmation, you will be planned on the function and we will count on you."

   As a Crew Planner, you can use these default texts to understand better how invitations work. If you choose to customize them, make sure your changes align with the actual invitation process.

   To reset a specific invitation type, use the Reset to default button next to that section. To reset all invitation texts at once, use the Reset to defaults button at the top of the Custom message per invitation type section. Be cautious with this option, as it will overwrite all customized texts.

   

   Show information

   Select which information you want to show by default in the invitation emails. You can also change these when you are sending the invitations if, for example, you do not want to share the client's name with the freelancers.
   

3. (Optional) Click on See preview to see the changes.
4. Save

After you set up these templates, you can further customize the invitations in the account_circle Crew planner.

To learn how you can customize invitations while you are sending them, read this article.