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CrewBrain and Rentman

Rentman plans who is needed. CrewBrain settles who turns up, what they can do and what the assignment costs.

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Rentman and CrewBrain – one project, two strengths

Rentman is a web-based solution for equipment management, warehouse logistics and project handling in the event industry. Your projects, including equipment and schedule, are created in Rentman. CrewBrain picks up right here and takes over the crew side in depth: who is needed for which function, who is available, what qualifications they bring, and how the hours are recorded and settled. A Rentman project becomes a fully staffed, documented and billable crew plan.

Rentman

The Rentman integration is part of our interfaces and open API – you will find every system that connects to CrewBrain there.

What is imported from Rentman into CrewBrain

The import runs automatically and keeps both systems up to date. The Rentman structures become schedulable objects in CrewBrain:

From Rentman
 
In CrewBrain
Projects
Jobs or Projects
Subprojects
Subjobs
Functions
Categories with requirement
Project crew
Crew bookings
Vehicles
Vehicles
Contacts
Customers and Locations
Account Manager
Scheduler
Custom Fields
Additional information
Documents
Documents
Import

Rentman is the system of record for this data: projects, subprojects and the crew requirement are transferred from there into CrewBrain. So Rentman stays your central data source, while CrewBrain takes over the crew side in depth. If a booking is removed in Rentman, CrewBrain follows on the next sync – both sides stay consistent.

What CrewBrain adds around your crew

Freelancers and subcontractors

Request, book and settle external crew, with contracts and electronic signature. Subcontractors running CrewBrain sync automatically. More on subcontractors

Health and safety records

Risk assessments per activity, vehicle and venue, safety briefings with read receipts and a digital first-aid log – versioned and auditable. More on risk assessments

Travel and expenses

Crew photograph receipts, log journeys and assign costs to jobs from the road, with a full approval and reimbursement workflow. More on travel expenses

Multi-currency

Pay crew in their own currency and quote customers in theirs, within the same project.

Setup in four steps

  1. Store your Rentman API token in CrewBrain.
  2. Select the project types to import.
  3. Map the Rentman functions to the categories in CrewBrain.
  4. Optionally import the crew master data from Rentman.

Frequently asked questions

Does CrewBrain replace crew planning in Rentman?

It does not have to. Many teams use both in parallel: they plan the requirement roughly in Rentman and schedule the crew in detail in CrewBrain – with availability, qualifications, time tracking and billing. You decide how deeply you map crew planning in CrewBrain.

Is Rentman the leading system for this data?

Yes. The integration imports into CrewBrain, while Rentman remains your source for projects and equipment. If a booking is removed in Rentman, CrewBrain follows that change on the next sync.

Are internal or external function names used?

You decide during mapping which Rentman functions meet which categories in CrewBrain. That way you work with the labels that fit your internal processes.

What happens to cancelled projects?

If a project is cancelled or removed in Rentman, CrewBrain flags the related bookings on the next sync. Crew already scheduled stays visible in CrewBrain, so you can reassign deliberately.

Anführungszeichen linksAnführungszeichen rechts
BENZ & CO. Gastronomie GmbH

At that time, we were looking for a solution to effectively plan and reach internal as well as external staff. CrewBrain stood out because of the easy connection to external service providers and the great... mehr

Jochen Stubner, Head of Controlling/Purchasing
Billmann Event GmbH

After a test phase in the fall of 2022, we have been using CrewBrain as our central project and scheduling tool since December. Above all, the simple handling for creating projects lasting several days... mehr

Markus Urbon, Operations Manager
Sinus Event-Technik GmbH

When it came to a decision on a software for personnel planning, several solutions were available. We are happy to have chosen CrewBrain. The possibilities to plan each project very quickly and in detail... mehr

Thorsten Schmidt, Managing Director
BigRig Berlin GmbH

For a long time, we were looking for a scheduling software that would make our daily work comprehensively and sensibly easier. We became aware of CrewBrain in the summer of 2016. After six months of intensive... mehr

Malte Jäger, Managing Director
RheinlandAkustik VT GmbH

We have been using CrewBrain 2021 for all our staff and vehicle planning and are super satisfied with the software. We can't imagine our everyday work without CrewBrain. It offers numerous options that... mehr

Philipp Suckrau, Managing Director
mls magic light & sound GmbH

Since we have been using CrewBrain for our entire personnel planning, the daily time expenditure for our dispatchers has decreased significantly. But above all the employees appreciate the new overview... mehr

David Floss, Operations Manager

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