Best Practices - Merging Multiple Rentman Accounts – Rentman Support Center

After the acquisition of Disco Dispatch, AV Nerds finds themselves managing two separate Rentman workspaces. The equipment, contacts, and crew are split across both accounts — and it's becoming hard to keep track. They want to consolidate everything into one workspace. Where do they start?

This article walks through what merging accounts involves, what Rentman can and can't do for you, and how to approach the process step by step.

Warning: Rentman cannot merge accounts on your behalf. Projects cannot be imported and must be recreated manually or via a workaround. Rentman can also only connect to one accounting software environment — if financial administration must remain separate across entities, consider whether merging is the right option before proceeding.

Step 1 — Choose a primary account or start fresh

Decide which existing account you will continue using, or create a new, clean account to start from scratch. This is also a good opportunity to clean up data and reorganise your setup if needed.

Step 2 — Export and import equipment

Export equipment lists from one or both accounts and combine the files in Excel or Google Sheets as needed. Once your file is cleaned and prepared, import it into the target account.

Tips for organising equipment during the merge:

Use Excel formulas to detect duplicates or conflicting entries.
If you want to keep equipment sets separated, consider creating folders per source account, adding tags to indicate origin, or using an extra input field to label the equipment.

Note: QR codes must be unique — duplicate QR codes will cause import errors. Import sheets should not contain formulas, as this can cause the import to fail. Export your final sheet as a CSV file before importing to avoid issues.

Check out our Support articles on importing and exporting equipment for more information.

Step 3 — Export and import contacts

Follow the same process as with equipment: export contacts from both accounts, clean and consolidate the data in Excel, export as CSV, and import into the target workspace.

Step 4 — Export and import crew members

Repeat the same process for crew: export crew lists from both accounts, review and merge the data, export as CSV, and re-import into the chosen workspace.

Step 5 — Recreate projects

Projects cannot be imported directly into Rentman. There are two options for handling them.

Manual recreation	Use the Rentman API
Create each project manually in the target account and fill in the general project information, time schedule, and crew. Equipment can be exported and re-imported as needed.	Use the Rentman API to export project data from the old workspace and submit it as a project request in the new account. This requires technical knowledge of working with APIs. Even when using the API, you will likely need to manually finalise certain parts of the project structure.

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