In

ActivitiesDecide whether this user role should see activities and if yes, which ones?

st_add Enter the invoice reference

The Activities subfolder Reporting activities is optional, but highly recommended. You can either link an activity to a project function or add it as a free text. In the Activities subfolder of the module, you find an overview of all the activities registered. Here you can easily compare each project function and the corresponding registered hours for that function. You can filter the activities, add different columns and group the activities by column to have a more focused overview.

ch_later Time registration module

type 

(optional)

Manually

Webversion

In

f you use extra input fields, you can export these too. In a module, select  the items that you want to export. In the blue bar, select More options more_vert button and choose "Export selection". When choosing a column to add, you will find your extra input fields under "Extra".

Export extra information

Export your data

category Equipment contact_phone Contacts people Crew members watch_later Time registration modules

Overview settings

ount_circle Crew planner module,

Choose edit Edit Under Travel time choose between: "No transport" "Round trip" "Only way there" "Only way back" Click  Save

When you move or drag a function, the times are automatically adjusted in the relevant project.

rew function people Transport function local_shipping  Remark comment The color of a function indicates: whether the function is visible or invisible for crew members. Visible (dark blue)  Invisible (light blue)  whether there are enough crew members or vehicles (resources) planned on a function. Fully planned (green)  Not fully planned (red)  Fully planned, but the function is still invisible 

account_circle Crew planner module for a visual explanation.

able for: Lite Classic Pro

e.

Functions and settings in the Crew planner

account_circle Crew planner module

Choose this option to communicate the complete planning of every member and vehicle.  Create a callsheet for a project. Click email on the top right of the page. Select the recipients and add a message. Click  Send email

Print schedules for each crew member You can also generate a document with the personal schedule and send it to your crew members. You can edit the document template to display more information about the planning. After generating a schedule, you can download it as a .pdf or Word file, send it as an email, and attach it to a crew member. Go to the account_circle Crew planner module Click on the  email button on the top bar. Click on 'To print' in the top left corner. Set a period. Select crew members. Choose a template. Click on 'To print' in the bottom right corner. Download the schedule as a PDF or Word file, or send it via email. Choose this option if you want to add more information to the individual schedule. Edit the template to choose the information you want to communicate. Click 'Save slip by item' to attach the document to the right crew member in the 'Crew members' module. This way, you can quickly check when you created the last document for each crew member and download it again anytime.

Go to the account_circle Crew planner module or the Crew scheduling tab in a project. Click on the   mail_outline  Send planning  button on the top bar. Select a period. Select the projects. Select crew members (if there has been a change since the last time you communicated the planning, the crew members affected by the change will have an orange button behind them). Optional: check the e-mails by clicking on "preview" on a crew member. Click  Send  in the bottom right corner. Optional: Add a custom email text. Click  Send

Choose this option if the crew members need little context on the project.

If your crew members regularly check the event My schedule module, you don't have to manually send the planning. On the event My schedule module each user can click on a project to see up-to-date information and add notes/tasks.

Under Crew member rate, select the rate to apply.

Crew member Go to the Crew scheduling tab. Double-click on the name of the planned crew member. Adjust the times in the Planning period fields. Click  Save As you can see in the example below, the times of the function remained the same (so your client will not see any changes) but the technician is now planned half an hour before and after the function. Single function Go to the Crew and transport tab of the project. Click on a function and select edit Edit Go to the Time schedule section and edit the times. Save If you already have a crew member planned on this function, you now have three options: Apply the new planning period to all planned crew and transport - the planning period for crew members and vehicles will change. Keep the planning period of all planned crew and transport - the planning period for crew members and vehicles will stay the same. Remove all planned crew and transport - the vehicles and crew members will no longer be planned on this function. Click  Confirm  to complete the changes. You can now communicate the updated planning period to your crew. Function group Go to the Crew and transport tab of the project. Double-click on the function group you want to edit. Edit the planning period. Click  Save If you already have crew members planned on this function group, you have four options about the planning (explained in the previous section, except for the last option): Keep planning period Edit planning period Delete crew members Make a choice per function - choose what you would like to do with the times per function in the function group. Click  Confirm  to complete the changes. You can now communicate the updated planning period to your crew. Edit the planning and change the price You can also modify the planning adjusting the price for your client. This can only be done for a function group, not for a single function. Go to the Crew and transport tab of the project. Double-click on the function group you want to edit. Edit the usage period.  Edit the times, click  Apply  and then  Save If you already have crew members planned on this function group, you have three options about the planning (explained in the previous section): Keep planning period Edit planning period Delete crew members Make a choice per function Click   Save   to complete the changes. You can now communicate the updated planning period to your crew.

Crew scheduling

visibly planned

Go to either the Crew scheduling or Transport planning tab. Click on the function you want to plan a crew member or vehicle on. Double click on a crew member you want to plan on the function. Now the crew member is planned on the function and the function will be displayed as complete. Follow the steps below to plan multiple crew members or vehicles on a function. Go to either the Crew scheduling or Transport planning tab. Click on the function you want to plan crew members or vehicles on. Select all crew members or vehicles you want to plan on the function by checking their checkboxes. Click on "Add" at the top of the table to plan the selected crew members or vehicles on the function.

You can open and close the timeline by clicking on a function group or planned crew member/vehicle and selecting the watch_later Open timeline.

ount_circle Crew planner module).

In the tab Crew scheduling you can see your crew members for function planning. In the tab Transport planning you can see the vehicles for function planning. 

Crew and transport tab will not be displayed in the Crew scheduling and Transport planning tabs. To see a function in one of these tabs,

By default, you see all the functions planned on your project. In the Crew and transport tab of your project, you can group functions by function groups. In the both the Crew scheduling and Transport planning tabs, you can filter on these function groups, so you will only see the functions that belong to the selected function group. You select function groups via the drop-down menu where "All function groups" is selected by default. 

In the Crew scheduling tab, you have an overview of all the project's crew functions. In the Transport planning tab, you have an overview of all the project's transport functions. You plan functions on a project in the Crew and transport tab. A function is only displayed in the Crew scheduling or Transport planning tabs when times are connected to the function. All functions with connected times are then displayed in chronological order.

***UPDATE VIDEO***

In the Crew scheduling and Transport planning tabs of your project, you plan your crew members and vehicles on crew and transport functions. These tabs provide you with an overview of which functions need to be planned, which crew members are available and who is already planned on a function. From the Crew scheduling and Transport planning tabs you can invite crew members for functions and directly send them the planning.

In

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ccount_circle Crew planner module

These two tabs

Crew scheduling and Transport planning

Plan from within the Crew scheduling and Transport planning tabs in your project  Use the account_circle Crew planner module

functions

Add a function group Click on  + Function group Add a name, usage period and planning period. Save

To edit a default function, click on the edit next to the function.

dd a default function In the sidebar on the left, click add  Choose between "Add default function for crew" or "Add default function for transport". Fill in the function options. Click  Save

Function options

Select the function group to which you want to add a default function. From the column on the left, double-click on the default function you want to add. If you want to change the added (default) function, select  the function and click edit Edit. You can, for example, change the time for it.

Click on the More options more_vert button entirely on the right Choose "Crew function" or "Transport function". Fill in the function options. Save

To add it outside of a group, select the row "Ungrouped functions" on top of the functions list.

Go to the Crew and transport tab of a project.

"function" is a task that needs to be performed. A function can be connected to the times in your "Time schedule", have its own time, or have a duration if you don't want to specify the exact times. You can add a one-time function for a single project or create a "default function" you can use for every future project. Functions can be planned in "function groups". Function groups can as well be connected to your "Time schedule", have their own time, or have a duration. Adding functions to groups helps you save time. First, the functions will take the times of the group, so you won't have to add a time for each function. Second, if you edit your time schedule you can automatically edit all the functions in the group connected to the time schedule.

20-08-2020

20-08-2020

settings Configuration module > Financial > Financial.

"Invoice moments", "payment terms" and "additional conditions"

Use a sample project

document templates

quotations, contracts, invoices, packing slips, subrent sheets, callsheets

project template

Edit a note, and select the desired display locations.

Documents (packing slips, callsheets) Contracts Calendar (crew members will see it in their personal schedule) Quotations Details sidebar Warehouse

"Visible for everyone".

Add a note

.

Next to all the selected filters, click "Add preset" Next to the modules name in the top left corner, you are able to select your preset.

Tags are labels that you can use to group your projects, equipment items, contacts, crew members, vehicles, invoices and tasks. First, you add a tag to your item(s) in a module. Afterwards, you can filter the shown items in a module by selecting your tag in the top right at label Tags expand_more. 

In the Project overview, you can also select projects without dates.

Select "Start/end" to choose a period between specific dates or select a time period by clicking on one of the other options.

"Clear all filters" in filter_list Filters expand_more.

lick in the top right on filter_list Filters expand_more Choose a filter from the list. Click  Add

F

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settings Configuration module > Settings > Empty database.

ategory Equipment module, like this:

.

Read the section Add equipment images in our advanced article about customizing document templates.

For document While customizing your document template, edit edit a text block. For emails After generating a document, click the Email email button. For personal textsWhen creating a document, go to the Text section. For your signatureGo to the settings Configuration module > Customer communication > Communication and go to the section Email signature. Click on the Insert image photo button. Drop an image file, or click to upload. Click on your uploaded image, and choose  Select Resize your image by clicking on it, if desired.

.

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Go to the settings Configuration module > Account > Invoice history.

Invoice history

settings Configuration module.

Download received invoices from Rentman

Go to the settings Configuration module > Account > Company details. Fill in the email address on which you want to receive invoices from Rentman under Email invoice.

Change your email address for Rentman's invoices

Keeping Rentman invoices structured can be important. It can be the case that you need to change the email address on which you want to receive invoices from Rentman, or that you want to download the invoice document. In this article, we explain how.

"Add account".

Click here for more information about the event My Schedule module.

Here is a list of the modules and the functionalities available on Rentman Mobile. 

.

roup_work Warehouse module

)

unique matched columns: if the columns you select as Match column

Choose your match columns To identify which items are already in your database and need an update, we use the field Match column. When Rentman finds an item in your database and a row in your .XLSX file with the same values in the selected matched columns (like Name or Code), the item is identified as a duplicate. The values that differ, and are not in the matched columns, are then updated.

Step 3: Import your updated file 

match columns

price, make sure to include the price column

The matched columns that you choose are unique and determine which items should be updated if duplicate values are found in your file.

such as increasing the price of all equipment items or updating the phone numbers of all contacts. Updating your database can also be used to make your database more complete by adding measurements for all equipment items or adding serial numbers to your equipment items for example.

Create a new invoice by clicking on  Add invoice  in the Financial tab of your project. In the Details section, select your Payment term. Click  Generate  to make to invoice.

Edit a contact in the contact_phone Contacts module.

Go to the settings Configuration module > Financial > Payment term. Click  + Add payment term  , and fill in the name, text, accounting code, number of days and payment method. Click  Confirm Click  Save

"company"

"private individuals"

If, after following the leads in this article, you still haven't made any progress, you can contact our partner AppSys. They develop and manage the Wordpress Webshop plugin, and can help you identify the problem and find a solution.

PHP: version higher than 5.6. WooCommerce: latest version. Wordpress: latest version. Our Wordpress webshop plugin: latest version.

Admin

.

tings Configuration module

Remember to save after every change!

settings Configuration modul

ettings Configuration module. I

Change your invoice and address details

Frequently asked questions

View and attach received notes

Send a note via e-mail

All sent messages

There is also the possibility to view your received notes, which are sent to your Rentman email address.

dvr Messages module,

quotation

When creating a document, type your personal text in the Text field.  Click Apply template expand_more and select "Save as template". Enter a name for your template, and choose for whom it should be visible. Save  your template.

When creating a document, click the Email email button  Type your message. Click Apply template expand_more and select "Save as template". Enter a name for your template, and choose for whom it should be visible. Save  your template.

document type

Choose a main variable and subvariable (optional). Your variable is automatically added and your final text looks something like this:

Read our article about adding images.

Go to the settings Configuration module > Customer communication > Communication  Under Email signature, write your signature. Click  Save  to save your work.

In this article, we explain how to do this.

Edit the "Equipment" module columns by clicking on table_chart. Remove the column "Name". Add the column for the extra input field (you will find it in Equipment >> Extra). Repeat this operation for the "Crew planning" and "Vehicle planning" modules. Save  the template

.

ettings Configuration module

ettings Configuration module > Customer communication > Communication and in the section Digital signing,

digital signing

You

Go to the settings Configuration module > Settings > Project types. Click  + Add project type  to add a new Project type, or double click to edit an existing one.

Generate a new document. Select in the pop-up the right letterhead under "Layout" or click on refresh Edit layout if the document is already shown.

Before you start, make sure to design your letterhead and save it as a .PDF file. Go to the settings Configuration module > Customer Communication > Letterhead. Click  + Add letterhead Enter a name, and upload   cloud_upload your PDF file. Choose a default page size (A4, Letter), or enter a custom width and height for your page. We recommend using the same width and height as your PDF file. Choose the margins for your document. With margins, you decide how much space the template keeps open for your letterhead. When your letterhead has a header that uses the top 4cm of the page, make sure to enter a top margin of 4cm. Choose the document types that this letterhead should be available for. Confirm  your letterhead.

Rentman tip:

Go to settings Configuration module > Settings > Number series. Scroll down to the section Financial documents and click on the add Type in the name of the series and add a number. It is also possible to use letters and symbols in your number series to make them more recognizable. In this case, make sure the number starts with a letter/symbol and ends with a numerical digit. Click  Save  on the top-right corner of the screen.

Edit number series

Set up number series

In Rentman, number series are used to keep track of different elements. They can be useful for keeping your list of items or documents complete. In this article, we will explain how to edit number series or how to create multiple number series for one document type.

Wrong email address This is the most common reason. Please check the email address and try again. Bounced by receiving server due to spam This may be because the address of youraccount@rentmanclient.com is marked as a spam address. Please contact us if this is the case. A short-term solution is to send the email from your own server. Bounced by sending server because address is on a blacklist Our email client keeps a blacklist of email addresses, which were marked because of various reasons. The email address may have been offline for a short period of time in the past, or the inbox was full. Please contact us if this happens, to let us remove this email address from the blacklist. 

Contact us

Status: Sent Meaning: The receiving server has marked the email as sent. Status: In queue Meaning: The sending server hasn't sent the email yet. This is probably because too many emails are being sent by multiple accounts in batches, with a delay to prevent an email being marked as spam. The sending server automatically tries to resend the emails, up until a defined limit. This cannot be cancelled. Possible actions: Waiting is often the best solution, since the email will generally be sent successfully. Send the email from your own server. Status: Delivering failed

"Sent", "In queue", or "Delivering failed"

dvr Message module.

smaller

Maintain a good HTML-text ratio Receiving servers lower the score of emails with a heavy amount of HTML code as compared to the text. If you use a lot of HTML coding in your emails, consider reducing the coding or adding text. Maintain a good images-text ratio What previously said about HTML coding applies to images as well (both inside the text and attached). Maintain a good links-text ratio What previously said about HTML coding and images also applies to links to website pages. Use a regular character size Using a smaller or larger than average character size might lower your score. Keep testing your score Keep testing by using tools like MailTester, and improve your email templates based on the feedback.

error

Spam The e-mail was marked as spam. Often it's not clear what went wrong, as there is no explanation from the sending or receiving server. Bounces The sending or receiving server does not accept the email. This means that an email has bounced. This can come through Spam. In this category an email is considered as 'not accepted' and you often receive a statement from the sending or receiving server why the email has not been accepted.

Clicking on the big blue "+" button on the bottom left corner​ of the page

Email and phone support If you can’t find the answer you need in our Support Center, our support team is always ready to help you. Our email and phone support is free of charge, and we are happy to help you out.

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Delete your trial data Go to the settings Configuration module > Settings > Empty database. Click the button: 

Rentman Letterhead Template.pdf

Duplicate all your upcoming projects

the different people and vehicles you need

Go to Configuration module > Customer communication > Letterhead. Click  + Add letterhead

code, name, quantity, and price

eople Crew members module

ttings Configuration module. Configuration module > Settings > Empty database.

Here are the 8 essential steps

qualify for a free onboarding session

In the Generate quotation pop-up, select the right template. In the Generate quotation pop-up, go to Currency conversion and select "Yes". Enter the currency exchange rate you wish to apply. Generate

Create a document template for the country

.

Note: This conversion is only displayed in your documents. The prices in your account are still saved and calculated based on the currency in your settings Configuration module.

When are my invoices exported?

ttings Configuration module > Account > Extensions and click "Disconnect"

Solving problems

View the status of your invoices

Setting up

exporting.

Connect to Xero

What data is exported?

download  but

Configure your contacts' e-invoicing settings

ttings Configuration module

Set up your VAT scheme

Manual export

settings Configuration module

onetization_on Financial module

Apply updated percentages to project

Configure discount percentages

Assign equipment to discount group

Add a discount group

Give discount

crew costs, transport costs, subrental costs, and the total price of a project.

Default settings for contacts

Payment terms

To set up your invoice moments:

subfolder To be invoiced of the monetization_on Invoices module.

.