You can find the four main databases in Rentman under the respective module in the main screen of Rentman. By clicking on Equipment, Crew, Vehicles or Contacts you can open each database and change its content.
Add all your equipment into the equipment data base so that it can be planned into projects. In the crew database you add all your crew members and colleagues to plan them on crew functions in your projects and to give them access to Rentman with their own login. Create your vehicles in the vehicle database so you can use these in projects to plan the transport. Add all your contacts to the contacts database to connect projects to them.
The information that you fill in your databases will be displayed on all the documents that you create. This way contact details of your customers will be shown on quotations and invoices, material is displayed on packing lists and quotations as well as crew members are shown on call sheets.
Can I import an existing list with all my equipment and contacts?
Yes, it is possible to import equipment (incl. individual items) and contact (incl. contact persons).
Add all your equipment as single items into the equipment database. You either do this through an import via a .csv or excel file or you add them one by one. For every single item you enter information like name, inventory, rental price etc. When creating the items you can decide if these items will be a sale or a rental item.
As soon as all the single items are entered in Rentman you can combine them to create sets and cases to make useful combinations. By optimally using these combinations you can work and plan your project faster as well as avoid mistakes by missing equipment.
- Combine equipment to sets, cases and accessories
- Advanced: Options for accessories
Adding individual items and QR-codes
For each item you can add individual items and enter serial numbers. As well as for items you can also link individual items to QR-codes. An item can be a certain speaker of which you have four individual items. Each individual item of this speaker has its own serial number. By connecting each individual item with a QR-code you can always track which individual items was used for a project or has been repaired.
- Add individual items
- Work with QR-codes
Add crew members
You can add all your colleagues, employees and free lancer in the crew module. Thereby you can plan these persons in projects. By also adding tariffs to each crew member the exact labor costs in a project can be calculated.
- Introduction crew members and user roles
- Adding crew members
Determine access and rights of crew members
Every crew member has access to Rentman with their own login. When creating the crew member in the crew database you create their account for Rentman and decide on the user name (only small letters, no space), password and user role.
Through the user role it is exactly aligned which rights and accesses a crew member has in Rentman. Freelancer e.g. get a user role that allows them to only see their own planning.
There are already some user roles in Rentman that you can use or adapt to your needs. User roles are assigned in the crew module and adapted in the Administrator panel.
- Introduction crew members and user roles
- Adapt user roles
What is a power user?
In Rentman we distinguish between power user and normal user. Power user need to be booked additionally while normal user are free and unlimited. A crew member is a power user when the user role that is assigned to him/her contains power user rights. Power user rights are for example creating/changing projects or creating/sending quotations and invoices as well as sending project planning. A user role without power user rights can still view plannings, view project information, register material in and out for a project, create packing list, take care of data base administration etc.
In the contacts database you can enter all your contacts like clients, suppliers, event locations, etc.
These contacts can be linked to projects and subhire orders and will be shown on your documents. You can sort all your contacts in folders and subfolders to create a clear and logical overview for you.
You can also add tags to your contacts and use these tags to differ between certain contact groups. This could be handy to create mailings or have a quick selection for a certain criteria.
For every contact you can create one or several contact persons. This could be a single person or a department like accounting or technique. Contact persons can also be imported via file and be linked to contacts.
- Introduction contacts
- Import of contact persons
- Creation of contact persons
All your vehicles can be added to the vehicles database. Vehicles are planned in projects to fulfill all your rides in the transportation module. You can also add subhired vehicles in your vehicle database with the respective costs. If you determine the variable costs in your database the real transportation costs will be calculated in the project taking the distance between warehouse and location into account.
- Adding vehicles