By adding crew members to your team, you can start planning them on projects. Your crew members can log in to Rentman to check their own schedule, and work in the modules to which they have access.

If you want to quickly add all of your crew members at once, importing your crew members is a better option. When importing your crew members, requests are sent automatically.

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Add a crew member

1. Go to the people Crew members module and choose  + Add crew member
2. The following login details are required (minimum):
   
   first name - your crew member's first name.
   user role - determines the rights and permissions for this person.
   email - your crew member's email address. Note: Once you add a crew member, an email will be sent to their provided email address. Read this article to learn how to set up a profile in Rentman. 
3. Fill in the remaining details in the Data tab (see paragraph below).

Please note that invitations expire after 30 days. You can resend an invitation from the corresponding button when editing the crew member.

Data tab

Under the Data tab, you can fill in things such as login information, settings, and address information.

Contact information	Fill in the contact information you have from your crew member. For the email address, fill in the email address which was used by the crew member to create their Rentman account.
Address information	Fill in the address information you have from your crew member.
Description	Add a description for your crew member.
Schedule	You can see your crew member's schedule here. To learn more about the Crew schedule card, visit this article.
Open invitations	See all the open invitations for this crew member here. As the crew planner, you can accept or decline the invitation for the crew member, or withdraw it from here. You can also send reminders for open invitations. Check out the video here.

Note:In the Data tab, you can only edit certain information (such as your photo or phone number) if the option Copy from crew member profile is set to No.

Login information

Settings

Folder
Choose the folder where this crew member should be stored. If you want to create a new folder, read our article about creating your folder structure.

Availability

If you hire crew members from an employment agency, you can create an account for the agency and select Can be used multiple times at the same time (hiring company). This makes it easy to plan multiple crew members that were recruited from the same employment agency.

Display in planner

If you select Yes, this crew member will be displayed in the crew planner and can be planned on a function. If you select No, the crew member will not be shown and cannot be planned. This is useful for people that don't work for you anymore, or people who always work from the office.

Default warehouse

Once assigned, the default warehouse will automatically apply when crew members book projects in the warehouse Warehouse module, add repairs in the Repairs submodule of the build Maintenance module, or create new projects in the table_chart Projects module.

This feature helps prevent mistakes like using the wrong stock location, improving accuracy and streamlining workflows.

Check out the video here.

It’s not possible to import default warehouses when importing crew members, but you can bulk edit default warehouses for crew members. Check out this page for a step-by-step guide.

Use tags to add skills

You can use tags to add skills to a crew member, such as DJ, truck driver, or forklift driver. This is useful to quickly filter in the Crew members module, and for planning the right person on the right job.

Administrative tab

Rates tab

Crew rates are useful to keep track of project costs. A single crew member might have different skills, for example technician, DJ, and driver. In the Rates tab, you can configure different rates for each member:

1. Go to the Rates tab.
2. Choose  + Add rate
3. Fill in the name, hourly rate, and daily rate.
4. Fill in the maximum number of hours. When a crew member goes over this number of hours in a day, the hourly rate is charged on top of the daily rate.

After creating a rate, you can choose to have this rate as default by clicking on it and pressing Make default. 

When planning your crew members from within a project or from the 'Crew planner' module, you can choose one of these configured rates or fill in a custom rate.

FAQs