You can use extra input fields to add additional information (to a contact person or equipment, for example). Your created input fields will be added to your main modules, and the information will be part of your core data. This means that the information coming from extra input fields can be used for filtering or displayed on call sheets, invoices, packing slips, etc.

Example: You would like to indicate in a project whether lunch will be provided on location or not. In this case you would add a new field and name it “Lunch provided on location” and assign it to ‘subproject’ with a ‘Yes/No’ entry field. The extra input field you have created will be displayed when creating a new project under ‘Extra input fields’ in the General tab. By adding a variable to your call sheet template you can make sure that the information will also be visible for the project crew.

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Modules

You can add extra input fields to the following modules or categories in Rentman:

• Projects and subprojects
• Equipment (and planned equipment on a project)
• Serial number
• Contacts and contact persons
• Crew members (and scheduled crew on a project)
• Vehicles (and scheduled transport on a project)
• (Default) function
• Time Registration
• Repair
• Subrent
• Additional costs 
• Container
• Inspection
• Shift

Note: Extra input fields are shown in the Rentman Mobile app, but you cannot edit them from the app.

Add an extra input field

1. Go to the settings Configuration module > Settings > Extra input fields.
2. Click  + Add extra input field  and fill in the following information:
   
   Name - The field name.
   
   Belongs to - Choose a module for this field. In that module, your input field will show in the section “Extra input fields”.
   
   Type of entry field - Choose what the entry type of the field will be.
   
   (Optional) Default value - Insert the value that will be entered by default.
   
   Group extra input fields -  select or create a new group to organize your extra input fields. Read more about this under the section group extra input fields. 
   
   Use in searches - Enable this option to make this field for searchable in the overviews.

Note: With exception of the options within a drop-down menu, you cannot edit an extra input field once it's been created. This is because it could cause issues in existing projects (and relevant documents) where this field is already in use.

Confidential extra input fields

Extra input fields may hold sensitive information that isn't meant to be accessible to all employees. It's now possible to control the visibility of these fields, determining which users are permitted to view them.

You have the option to select 'Yes' or 'No' under the 'Confidential Field' section. Setting a field as confidential restricts its visibility solely to individuals granted permission. To implement this:

1. Go to the settings Configuration module.
2. Choose 'Extra Input Fields' from the menu on the left.
3. Select an extra input field and click 'Edit'.
4. In the 'Confidential Fields' section, make your choice.

Click here for a video for better visualization.

After configuring the field's confidentiality, you can specify which user roles are allowed to view it. To adjust these settings, please follow these steps below:

1. Go to the settings Configuration module.
2. Select 'User Roles' from the menu on the left.
3. Find the user role you wish to modify and click 'Edit'.
4. Check or uncheck the box next to "Is allowed to see confidential additional input fields" as needed.

Click here for a video for better visualization.

Group extra input fields 

You can easily categorize your extra input fields, by creating and allocating them to custom-made groups. This can come in handy, when you make use of multiple extra input fields under one category and want to organize them. 

 Follow these steps to add and extra input field group. 

1. Add extra input field or select the extra input field that you would like to add to a group. 
2.  In the input fields group, type the name of the group 
     a. If the group already exists, select it from the list
     b. Otherwise, press enter to create a new group
3.  Save  and refresh the page 

Linked items

Your Crew members and Contacts can be linked to virtually anything in the software. This could be a project (e.g. "Project manager"), equipment (e.g. "Belongs to"), vehicle (e.g. "Driven by"), etc.

To create a "linked" extra input field:

1. Select "Linked item" in "Type of entry field" when creating the extra input field
2. In "Linked item type", select what you would like to link 

The above steps will create an extra input field which can be searched for any crew member or contact, respectively.

Example: You want to create a "Project manager" field. In this field, you want to put which project manager is responsible for a (sub)project. This extra input field "Belongs to" Subproject and the "Linked item type" is Crew member. The below field can now be used to search for and assign any crew member in your database as the project manager of any project. 

Show extra input fields on documents

In your template, you can display extra input fields that you've added in Rentman.

1. When editing a template, click on a module that's already in your template to edit it.
2. Click on table_chart and add the new column with the extra input field.
   In this example, our extra input field Item color belongs to the "Equipment" module of our template. It's located under Equipment >> Extra.
3. It will now be shown in the overview on the right. You can edit the column properties by clicking on this column in the overview.
4. Save  your changes.

Add column to overviews

You can add your extra input fields as a new column to the overviews in Rentman. This allows you to quickly see the column value for each item.

FAQs