Checklist for setting up Rentman

In this article, we provide an overview of all the steps to set Rentman up for business. This checklist is useful for companies that are ready to implement Rentman, or companies that have just activated Rentman.


Company settings

Check your time zone

The time zone for your account is automatically applied, based on your location. However, if your country has multiple time zones we advise to make sure your time zone is set correctly.

Read our article about setting your time zone

Fill in your invoice and address details

For invoicing your Rentman licence, you need to enter your payment and address details. If these change anytime in the future, make sure to update this information.

Read our article about setting your invoice and address details

Configure taxation

In Rentman, the normal taxation rates for your country are already applied. However, it may be useful to manually configure your VAT rates if you are (for example) doing business with a foreign customer, or when the VAT rate in your own country has changed.

Read our article about configuring taxation

Overview of other company settings

In the Configuration module of Rentman, you'll find more set-up options for your company. For a full overview of everything you can configure, you can read our article about the Configuration module.

See all available options in the Configuration module

Personal settings

Edit your personal profile details

You can edit your profile details such as your phone number, bank account number, address information and birthday. This information may be useful for others to see.

Read our article about editing your profile

Change or reset your password

When logged in to Rentman, you can change your own password. If you have sufficient rights, you can also change the passwords of other users. If you can't log in because you've forgotten your password, you can easily reset it.

Read our article about changing your password


Add or import equipment

Getting your equipment into the database allows you to start planning your equipment on projects. You can manually add a small number of items, or import an equipment file with a large number of items at once. When your equipment is in the Rentman database, you can group your equipment and set up QR codes, barcodes or RFID codes. 

Read Setting up your equipment


Getting your contacts into the database allows you to keep an overview of your direct contacts, manage your clients, and communicate with other important people or companies. You can manually add a small number of contacts, or import a conacts file with a large number of contacts at once. When your contacts are in the Rentman database, you can group your contacts and apply discounts for a specific contact. 

Read Setting up your contacts

Crew members

Getting your crew members into the database allows you to invite crew for a function, keep track of their availability, send the project planning, and register their hours. You can manually add a small number of crew members, or import a crew members file with a large number of crew members at once. Your crew members can log in to Rentman with the username and password that you fill in. When your crew members are in the Rentman database, you can group your crew members and assign a user role to them.

Read Setting up crew members


Getting your vehicles into the database allows you to choose and plan the right vehicles for transporting equipment to a project. You can manually add a small number of vehicles, or import a vehicles file with a large number of vehicles at once.

Read Setting up your vehicles


Project templates

Project templates allow you to create new projects more quickly. In your template, you can fill in commonly used settings and information for projects. When you create a new project using a template, these settings will be automatically applied. This can include, for example, event times, equipment, crew and transport functions, notes, and tasks.

Read our article about project templates

Project types

Project types allow you to automatically apply extra settings to your project. This includes default document templates for quotations, contracts and invoices, a default letterhead for documents, and a default invoice moment.  

Read our article about project types


Synchronize your calendar

Synchronizing the My Schedule module with your Android or Apple device is useful to keep track of your personal planning and appointments. Programs or apps that support CalDav allow two-way synchronization: when something is added to the My Schedule module in Rentman, it will show in the calendar app of your Android or Apple device, and the other way around. Google Calendar, Outlook and some other applications only support one-way synchronization to your device. 

Read our article about synchronizing your calendar

Documents and emails

Document templates

In Rentman, you create and directly send quotations, contracts, invoices, packing slips, subhire sheets, callsheets, and more types of documents. You can create (and edit) documents with your company styling, and configure the content of documents to make them look professional.

Read Setting up your documents and emails

Email and personal message templates

You can save time by creating templates for emails and personal texts. When sending a document to a client, you can quickly select one of your templates and make minor adjustments to the message if needed.

Personal preferences

Configure your module overviews

In certain modules, you can choose what information should be shown, and how it should be displayed. In the Projects module, for example, you can achieve a better overview of upcoming projects by choosing one of the four available viewing modes. In the Crew Planner module, you can show or hide elements of the overview to be more efficient while planning your crew members.

Read Configure the Projects overview and Configure the Crew planner overview

Create selection presets

A preset is a combination of tags and filters, which allows you to change the selection and overview in a module with a single click. Each module (and the Dashboard in Rentman) contains default presets for you to use, but you can always create your own presets.

Read our article about Presets

Change your notification preferences

Every user can receive notifications in and outside of Rentman. Account managers will be updated when a quotation has been accepted, and freelancers will be made aware that they've been invited for a function. By clicking on a notification, you will be redirected to the relevant module. You can configure what you want to receive notifications about, and how to receive them.

Read more about notifications

Optional settings

Connect your webshop to Rentman

You can connect your webshop to Rentman by installing our Wordpress webshop plugin. With this plugin, items from your database can be displayed online.

Read our article about the Wordpress webshop plugin

Automatically export your invoices to Quickbooks

By connecting Quickbooks to Rentman, you can let Rentman automatically export your invoices to Quickbooks. This saves effort, and is faster than exporting to an Excel-file from within the Invoices module. When the export is done, you can do the rest of the accounting in your accounting software.

Read our article about automatically exporting invoices to Quickbooks

Extra input fields

Extra input fields are useful to add additional information to various modules within Rentman. You can choose different types of input fields, and have them displayed on your documents as filter values. You can, for example, create an extra field to choose a colour value for an equipment item. You can display this colour on packing slips, for example.

Read our article about extra input fields

Set up your time registration

In the Time registration module, you can keep an overview of all the hours your staff has worked. You can register the worked hours of your crew members, or let them register these themselves.

Read Setting up your time registration

Set up digital payments

Let your customers pay an invoice with just a few clicks, by adding a digital payment button to your invoice templates. This feature is available for countries with the Euro currency. All commonly used payment methods are supported, including credit card, bank transfer and PayPal.

Read our article about digital payments

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