Crew Documents

In any business that involves managing a crew, handling paperwork is unavoidable. Companies must ensure that they have the proper documentation in place to comply with regulations and to verify the qualifications of their workforce. This often includes skill certifications, driver’s licenses, or other forms of identification, all of which are critical to ensuring the right personnel are assigned to the right tasks.

The Crew Documents feature in Rentman allows users to upload, organize, and manage all important crew-related documents in one central location—the Documents tab. Documents are grouped into clear categories, making it easier to locate and manage crew information efficiently.

The feature also introduces a new way to generate agreements with the option for digital signing, helping users stay compliant with legal requirements.

In this article, you will learn how to upload your crew members' documents, how to manage their contracts, see when their start and end dates are, and where and how you can generate a new agreement.

Real-life scenarios

Here are some examples of how this functionality can be used:

Getting started with Crew documents

To start using crew documents, you first need to configure the user role permissions.

User role permissions

Team members responsible for managing crew documents should have the correct access rights and permissions. To start, you need to enable their access to crew documents in the settingsConfiguration module. For more information on crew document permissions, please refer to this article.

The Documents tab

Once you have the correct permissions, you can find the new Documents tab when you open a crew member's profile.

Document types

Here, you will find all crew documents, organized in folders based on the five categories:

• Contract - Employment or freelance agreements between the crew member and your company.
• License - Official licenses required for specific roles or tasks, such as operating equipment or vehicles.
• Certificate - Training or qualification certificates that prove the crew member's skills or compliance.
• Insurance - Proof of insurance coverage, such as liability or health insurance relevant to the job.
• Identity document - Legal ID documents used to verify the crew member’s identity, such as a passport or national ID card.

The overview consists of several columns that you can customize to suit your preferences.

Signature status

When a new document is added, the Signature Status column will display various statuses:

• Requested - This status appears when a document is generated in Rentman with digital signing enabled, but it has not been signed yet.
• Not requested - This status is assigned to any document that you upload manually.
• Signed - This status appears when the document has been signed using the digital signing feature in Rentman.

Upload a new crew document

You can upload your crew members' documents (external contracts, IDs, insurance, etc.) in the Documents tab to have them all in one organized place.

To upload a document:

1. Navigate to the groupCrew members module and double-click on a crew member.
2. Go to the Documents tab .
3. Click on UPLOAD DOCUMENT
4. Drag your file to the cloud_upload   Drag file or click to upload button or use the click to upload option.
   Tip: A crew document can be subdivided into multiple files, which are uploaded as one document. This is useful in situations where a document consists of more than one part, such as when you have separate images for the front and back of an ID card.
5. Configure the options.
   
   Options

   Document name: Choose a name for the document. This field is required to generate the document.
   Document type: Choose the document type.
   Start date: Start date of the document.
   End date: End date of the document
6. Save

Note: Rentman does not automatically delete uploaded crew documents. To stay aligned with your local legislation and applicable GDPR (General Data Protection Regulation) guidelines, we recommend managing and removing these documents manually when necessary.

Framework agreement

It is important for both employers and freelancers to clearly document the rights and obligations of freelancers/employees when they are hired. This is why you can create framework agreements in Rentman. The framework agreement in Rentman is a type of contract that covers a specific time period, and it is not specifically linked to a project. We have created a new document template to support the creation of framework agreements.

Note: The framework agreement document template is currently only available in Dutch workspaces. However, it will be soon available in other languages.

The framework agreement template is generic and has blank fields that still need to be filled in by the employer, to indicate the type of work the freelancer/employee is hired to do and the agreed compensation.

Click to see an example of blank fields.

Tip: Framework agreements can be sent and digitally signed. For more information about digital signatures, please refer to this article. 

You can find the crew document template in the template library and add it to your workspace. Once added to your library and duplicated, you can begin customizing it by adding blocks, modules, and variables. To preview a document properly in the template editor (instead of seeing a blank area), make sure you have already generated at least one document in a test. This allows the editor to use that content as a live example during customization.

Tip: Refer to this article for advanced document template customization.

Create a framework agreement from the Documents tab

To create a new framework agreement for a crew member:

1. Navigate to the groupCrew members module and double-click on a crew member.
2. Go to the Documents tab. 
3. Click onprintCreate document
4. Configure the other options.
   
   Options

   Layout Template: Choose which template you want to use for this document.
   Document name: Choose a name for the document. This field is required to generate the document.
   Document type: Choose the document type.
   Start date: Start date of the document.
   End date: End date of the document
   Selected crew members: The crew members you have selected to generate this document for.
   
   Text Add a customized text or apply a personal text template.
   
   Advanced Filename: Add a file name.
   Display letterhead background: Choose if you want to display the letterhead background.
   Subject: Add a subject. 
5. Generate
6. (Optional) Click on saveSave to item to add the document to the crew member's profile.

Create a framework agreement from the Crew members module

1. Navigate to the groupCrew members module and select one or more crew members.
2. Click onprintCREATE CREW DOCUMENT
3. Configure the other options.
   
   Options

   Layout Template: Choose which template you want to use for this document.
   Document name: Choose a name for the document. This field is required to generate the document.
   Document type: Choose the document type.
   Start date: Start date of the document.
   End date: End date of the document
   Selected crew members: The crew members you have selected to generate this document for.
   
   Text Add a customized text or apply a personal text template.
   
   Advanced Filename: Add a file name.
   Display letterhead background: Choose if you want to display the letterhead background.
   Subject: Add a subject. 
4. Generate
5. (Optional) Click on saveSave to item to add the document to the crew member's profile.

FAQs

I have already uploaded some files for my crew members. Do I have to re-upload them so that they show up in the Documents tab?

No, you can move the already-uploaded files to the Documents tab. Here is how:

1. Go to the files section of the crew member.
2. Click on the More optionsmore_vert
3. Select descriptionCopy to crew members documents.
4. Configure the options.
5. Save

Can I see if my crew members have active contracts?

Yes. You can add the "Active contract" and "End date current contract" columns to your group Crew members overview to see them. Learn how to add columns here.