Plan crew and vehicles on functions

In the account_circleCrew Planner module, you can plan crew members and vehicles on the crew and transport functions that you've added to your project.

You can also plan crew members and vehicles in the Crew scheduling tab of your project. Please read this article for instructions.

In this article, we explain how to use account_circle Crew Planner module for scheduling. You can also watch our video below:

Note: This video contains content of additional licenses.


Plan a crew member or vehicle

  1. Open the account_circle Crew Planner module
  2. Select the appropriate time period and find (and unfold) your project
  3. Click on a crew or transport function in the overview
  4. At the top of the left column, click the dropdown menu to select "Crew members" or "Vehicles"
  5. Double-click on crew members or vehicles to plan them on the selected function
  6. Optional; if you wish to search and select multiple crew members and vehicles at once, please continue your search by clicking the magnifying glass that overlaps the search bar. 

Note: You can snap the planning timeline to see more of the crew member availability. To do so, click on the icon next to the project name, then hold and drag up the availability timeline.______________2022-04-19___10.43.33.png

Edit a planned crew member or vehicle

  1. Select the appropriate time period (and unfold) your project
  2. Right-click on a planned crew member or vehicle
  3. Click edit edit

You can configure the following:

Project leader
Choose "Yes" or "No". This is for internal reference only. You can add this information to your call sheet templates, for example.

Crew member rate

Crew Scheduling Pro

Choose a salary rate for this crew member. 


Crew Scheduling Pro

Choose between No transport, Round trip, Only way there, Only way back. This is needed to add travel time to the planning of a crew member.

Planning period
Manually enter a planning period for this planned function. You can also do this by moving around the function in the overview.

This information is sent to the crew member (via e-mail), when the final schedule is communicated to them. This information will also show in his/her event My schedule module.

Change visibility

Crew Scheduling Standard

You can make crew and transport functions visible or invisible to a crew member. This is useful when you are still editing the planning, and don't want your crew member(s) to see it yet.

Read our article about visible and invisible planning for more information.

Reserve a crew member or vehicle

Crew Scheduling Standard

You can reserve a time period for a crew member or vehicle. This is useful to make sure you've got enough crew or vehicles in a busy period. Your crew member will see the reservation in their event My Schedule module.

  1. Open the account_circle Crew Planner module
  2. At the top of the left column, click the dropdown menu to select "Crew members" or "Vehicles"
  3. Select your desired crew member(s) or vehicle(s) and click watch_later to open the lower timeline
  4. In the timeline, you will see their availability for the selected time period
  5. Click and drag your cursor in the timeline (on the same level as the crew member's name) to select a time period
  6. In the Action dropdown field select "Mark as reserved"
  7. Click Select

The reservation is now added to the crew member's timeline and (optionally) to the project timeline. It looks like this:


Send an invite

You can also invite a crew member to accept or decline a reservation or provide their availability for a given time period. They will receive a notification of your invitation, via email, Rentman Mobile, and/or Rentman Web. Crew members will also see invitations in the event My Schedule module.

  1. Follow steps 1-7 above
  2. In the Action dropdown field, select "Invite"
  3. (Optional) Add additional days/times to the invitation
  4. Select the Invitation type
  5. Set the due date (deadline for the crew member, to respond to the invitation)
  6. (Optional) Add additional crew members
  7. Add a message (optional: create/apply a template)
  8. Click  Invite

In the account_circle Crew Planner module, invitations are shown in the crew member timeline and in the project timeline.

  • Invitation sent mceclip1.png
  • Invitation accepted mceclip3.png
  • Invitation declined mceclip4.png

Configure salary rates

Crew Scheduling Pro

Apply a rate

When you add a member to your crew, you can configure a default salary rate.

But when you plan the crew member on a function, you can apply a different rate than the Default rate.

  1. Right-click the name of your crew member in the schedule
  2. Click edit edit 
  3. In the Crew member rate dropdown field, select the rate to apply
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