Exporting your data is a useful option when you need certain information converted into a single Excel (.xlsx) file. This allows you to take and edit your data 'outside' of Rentman.

For example, when you want to do stock counts of your equipment, copy data to your CRM software, e-mail a list of customers, or create a data list for insurance purposes. 

You can export your data in these modules:
- Projects
- Subhire
- Invoices
- Equipment*
- Contacts*
- Crew members*
- Vehicles
- Tasks
- Time registration*
- Maintenance
- Statistics

*In these modules, you can export extra information. This is explained in this article.

In this article, we provide step-by-step instructions for exporting your data, and talk about extra information you can export in the Equipment, Contacts, Crew members and Time registration modules.-

Export your data

  1. In a module, select Select.png the items that you want to export.
  2. Click the More options button Columns.png, and choose Export selection.

    Export_selection_still.png

  3. Choose the column you want to export, and click on +.

    Add_column_2.png

    The column will now be added to Chosen columns, and will be included in the export file.
    To add all default columns at once, click Add all columns.
  4. Columns with >> behind their name indicate that you can create a custom column. This means that you can create a column in your export file with specific information about a certain topic.

    Add_custom_column_2.png

    In this example, we choose to export the phone number of all default contact persons.
  5. Click Export to download your .xslx file.

Rentman remembers the columns that you choose to export. The next time you want to export your data, they will still be there.

(Equipment) Serial numbers

In the Equipment module, you can also export serial number columns. These columns are optional, because not all Rentman users use serial numbers for their equipment. If you use serial numbers, however, these columns may contain important information that you want to include in your export file.

Add_serial_number_column.png

In your export file, the columns you  will get the suffix (Serial number).

Next_inspection.png

(Contacts) Contact persons

In the Contacts module, you can also export contact persons columns. These columns are optional, because not all Rentman users use contact persons in the Contacts module. If you use contact persons, however, these columns may contain important information that you want to include in your export file.

Add_contact_column.png

In your export file, the extra columns will get the suffix (Contact person).

Last_name.png

(Crew members) Rates

In the Crew members module, you can also export rates columns. These columns are optional, because not all Rentman users use rates for their crew members. If you use rates, however, these columns may contain important information that you want to include in your export file. 

Add_rates_column.png

In your export file, the extra columns will get the suffix (Crew member rate).

Hourly_rate.png

(Time registration) Activities

In the Time registration module, you can also export activities columns. These columns are optional, because not all Rentman users use activities in the Time registration module. If you use activities, however, these columns may contain important information that you want to include in your export file.

Add_activity_column.png

In your export file, the extra columns will get the suffix (Function hour).

Duration.png

Export extra input fields

If you use extra input fields, you can export these too.

  1. In a module, select Select.png the items that you want to export.
  2. Click the More options button Columns.png, and choose Export selection.

    Export_selection_still.png

  3. When choosing a column to add, you will find your extra input fields under Extra.

    Extra_input_fields.png

Frequently asked questions

Can I download a .CSV file instead of .xlsx?

Warning: .CSV is a simpler file format, which can cause issues when exporting or importing your data. Using .CSV file format is not recommended. However, you can convert your downloaded file yourself if you wish.

  1. Open your downloaded .xlsx file in Microsoft Excel, Google Sheets, or another spreadsheet editor.
  2. Save your file as .csv.
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