You can invite crew members to fill in their availability, or invite them directly for a specific function. In this article, we explain how to do this.

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Crew members receive invitations by email and the Rentman Mobile app. Rentman directly registers the answers in the crew planner.

Invite crew members for a function using click-to-invite

Click-to-invite is a faster way to invite crew members. Click-to-invite allows you to invite crew members with less clicking and gives you a quicker overview of their availability. You can also invite crew members for multiple functions at once.

1. Open the account_circle Crew Planner module.
2. In the availability timeline, click on the magnifying glass and select the crew members you want to invite. 
3. Select the appropriate time period from the top of the page and find (and unfold) your project.
4. Select a function.
5. In the availability timeline, select the envelope icon to invite crew members
6. Click on the highlighted section in the availability timeline and invite the crew member for the function.

Alternatively, you can invite a crew member to a function without using click-to-invite.

Invite crew members without click-to-invite

1. From the list of crew members and vehicles on the left, select one or multiple crew functions and select one or multiple crew members. If you don't see the list, you can open it by dragging it to the right.
2. Choose a function.
3. Click 'Invite'
4. Configure the following settings:
   1. Invitation type 
   2. Due date
   3. Add or delete crew members.
   4. Add a message (optional: create/apply a template).
5. Click on  Invite

Invite crew members for a time period

Sometimes, you don't want to invite crew members for a specific function, but rather for a specific time period. You can do this using the availability timeline. 

1. Open the account_circle Crew Planner module.
2. In the availability timeline, click on the magnifying glass and select the crew members you want to invite. 
3. Drag the time period you want to invite them in the availability timeline.
4. In the pop-up that appears, select 'Invite'
5. (Optional) Add more crew members if you want.
6. Click on  Select

Send invitations to crew members

After you made your plan and configured who you want to invite for different functions, you can send the invitations to people in one go.

To send invitations:

1. Click on Invite and send at the top right corner of your screen and choose "Send invitations". The number next to "Send invitations" shows the number of unsent invitations.
2. In the Planning pop-up, pick the projects and functions.
3. Click on Add message  
4. (Optional) You can choose the due date and add a message. For adding a message, you can also create/apply a template.
5. Send invitations

Good to know:

• The invitation will be sent within 15 minutes. Multiple invitations within 15 minutes will be combined into one email with multiple options.
• Invitations can also be received and answered in the Rentman Mobile app. Click on "Invitations" in the app, and you will see an overview of all outstanding invitations.
• Push notifications can be sent to the app for new invitations. Make sure Rentman Mobile has the right to send push notifications in the app settings and that the notifications in Rentman Web have been set up correctly.

Invitation types

Invitations for a function can be sent in three ways:

• Request availability for times of function: the crew member will receive an email with the question "Are you available for this period?". If the crew member chooses "Yes", the crew member is shown as available. If "No" is chosen, the crew member is shown as not available. No project or function details are shown.
• After confirmation directly visibly planned on function: the crew member will receive an email with the question "Are you available for this position?". If the crew member chooses "Yes", the crew member is immediately scheduled for the position (Final planning). Once enough people (as many as was first planned for the function) respond "Yes" to the invitation, the invitation expires and if a crew member responds "Yes" after that, they will receive a message saying "You can no longer accept the invitation. This function is already fully planned."
• After confirmation invisibly planned on function: the crew member will receive an email with the question "Are you available for this function?". If the crew member chooses "Yes", the crew member is planned invisibly (Draft planning) for the function. If more crew members than needed accept the invitation, the crew planner can choose between the crew members that responded "Yes" to the invitation.