Get up and running
with Rentman

Platform: set up your workspace

Rentman Platform

The Rentman Platform is part of every plan. It holds your company settings, users, contacts, crew members and projects. Set it up first, because every product builds on it.

Set it up

1. Empty your trial database before you add your own data.

   • Empty Your Trial Database

2. Add your company details and logo.

   • Add Company Logo and Information on My Documents

3. Set up user roles, then invite your colleagues.

   • Setting Up User Roles
   • User Role Permissions in Rentman
   • Managing Power Users

4. Set your email sender address and verify your domain.

   • Change the Email Sender Address and Verify a Domain

5. Import your contacts and add your crew members.

   • Import your Contacts
   • Import Your Crew Members

6. Set up your document templates.

   • The Document Template Library
   • Customize Document Templates
   • Variables and How They Work

7. Create project templates for the work you repeat.

   • Project Templates

8. Create your first project.

   • Create Basic Rental Project (Crew and Equipment)
   • Create an Equipment-only Project
   • Create a Crew-only Project
   • Create or Duplicate a Project

Inventory: add and plan your equipment

Inventory

Inventory adds the Equipment, Shortages and Maintenance modules, and the Equipment and Subrent tabs in your projects.

Set it up

1. Decide which items are bulk and which are serialized, and which combinations you need.

   • Format your import file for bulk equipment
   • Format your import file for serialized equipment
   • Insights into Default, Actual and Planned Content

2. Import your individual equipment items first.

   • Import Your Equipment

3. Add your combinations, then import their default content.

   • Equipment Import: Import default content

4. Plan equipment on a project.

   • Plan Equipment on a Project
   • What are planning and usage periods?

5. Solve shortages, for example with a subrental.

   • Guide to Solving Equipment Shortages
   • Solve Equipment Shortages with Subrentals

Crew: schedule your people

Crew

Crew adds the Crew planner, Vehicles and Time registration modules, and crew scheduling and transport planning in your projects.

Set it up

1. Decide how to plan each kind of work.

   • How to Plan Work in Rentman

2. Create functions for the roles you plan.

   • Functions: What Are They and How to Create Them

3. Set up your crew rates.

   • Crew Rates and Overtime Calculation

4. Plan crew on a project.

   • Plan Crew from within a Project
   • Crew Planner Module

5. Invite your crew and share the schedule.

   • Invite Crew Members and Invitation Types
   • Communicate the Crew Planning Schedule

6. Set up time registration.

   • Time Registration Module

Quoting & Invoicing: quote, invoice and get paid

Quoting & Invoicing add-on

Quoting & Invoicing adds the Financial module and purchase orders to your projects. Your quotes and invoices use the document templates from the Platform step, so finish those first.

Set it up

1. Set up your invoicing process.

   • Set Up your Invoicing Process and Get Paid

2. Create and send a quotation.

   • Create a Quotation or a Contract

3. Create an invoice and register the payment.

   • Create an Invoice
   • Marking an Invoice as Paid

4. Connect your accounting software or online payments.

   • Connect your Accounting Software to Rentman
   • Get Paid via Digital Payment with Mollie or Stripe

Equipment Tracking: book and scan in the warehouse

Equipment Tracking add-on · requires Inventory

Equipment Tracking adds the Warehouse module, where you book equipment out for a project and back in when it returns.

Set it up

1. Set up QR codes and barcodes, and print your labels.

   • Set up QR Codes and Barcodes
   • Customize Your Equipment Slips and Labels

2. Book equipment out for a project.

   • Manually Book Equipment
   • Booking out Combinations in the Warehouse

3. Return equipment with Scan Return.

   • Equipment Returns with the Scan Return Feature
   • Scan Return with Rentman Mobile App

4. Handle lost or defective equipment.

   • How to Handle Lost or Defective Equipment in the Warehouse

Organize: plan pre- and post-production work

Organize

Organize adds task statuses, task boards, teams, time tracking on tasks and services to the Tasks module and your projects. You can set it up alongside your other products once the Platform step is done.

Set it up

1. Review the user role permissions for tasks.

   • User Role Permissions in Rentman: Tasks

2. Set up your task statuses.

   • Rentman Organize

3. Create teams and link your crew members to them.

   • Teams and Team Task Boards

4. Add standard tasks to your project templates, then open your first project task board.

   • Project Templates
   • Task Boards: Views, Grouping, and Sharing

5. Track time on tasks.

   • Track Time on Tasks

6. Set up the services you sell most often.

   • Services

To put services on your quotes and invoices, you also need the Quoting & Invoicing add-on.