Scheduling & Availability.
RentMagic is designed for rental operations. And what does rental mean? Exactly - planning and future availability, which is so crucial. That's where we focus.
An extra dimension in rentals: not just now, but also the future
Rentals are fundamentally different from sales: it's not just about what's available now, but about a complex puzzle of time, availability, and planning. An item rented today needs to be available again tomorrow for the next customer. RentMagic fully manages this time dimension: from current inventory to future reservations, from seasonal pricing to maintenance scheduling. The system predicts bottlenecks, optimizes utilization, and ensures you can always set the right expectations. Where traditional software fails in this complexity, RentMagic excels by understanding rentals as a dynamic, time-based process.
The right person at the right time
Control over planning and deployment
Equipment is one thing, but having the right people in the right place is just as important for successful rentals. RentMagic gives you complete control over staff scheduling, transportation, and resource deployment. From scheduling technicians to coordinating delivery vans, from assigning specialists to complex projects to maximizing available capacity - everything is organized clearly. The system integrates seamlessly with existing calendars and ensures everyone always knows what's expected of them. This transforms chaotic planning into a well-oiled machine where every team member contributes to the success of your rental business.
Staff, transportation and equipment
Coordinate all your staff and vehicles as one integrated system for optimal efficiency.
RentMagic treats employees, vehicles, and other resources just like rental equipment - with availability and capacity planning.
You can assign specialist staff to specific jobs based on their expertise: crane operators for lifting work, technicians for maintenance, or experienced installers for complex setups.
By treating personnel and transportation as resources, RentMagic maximizes your entire organization's productivity while keeping labor costs under control.
Kanban planning board
Visualize and manage all tasks with an intuitive kanban board that makes complex schedules and overviews simple.
Tasks move visually through different phases: from 'Open' through 'In Progress' to 'Closed', where every team member can see priorities at a glance.
The board shows not only what needs to be done, but also who's responsible, which deadline applies, and what resources are needed.
Movement
Managers can easily move tasks between employees or teams to balance workload or adjust priorities.
Colors and labels distinguish between different projects, customers, or urgency levels.
Real-time updates ensure changes are immediately visible to everyone involved.
Calendar synchronization
Eliminate duplicate calendars and miscommunication through seamless integration with existing calendar systems such as Outlook, Google Calendar and other popular platforms.
All scheduled tasks, appointments and deadlines from RentMagic automatically appear in employees' personal calendars, complete with location information, contact information and task descriptions.
Outlook with overlays
With calendar overlays, it is easy to manage a dedicated calendar from RentMagic in addition to a personal calendar and to keep this overview well organized. Also on mobile apps like Outlook.
Receive tasks on app
Transform your employees' smartphones and tablets into powerful work tools that are connected in real-time to central planning.
As soon as new tasks are assigned, employees receive an immediate notification on their mobile device, complete with all relevant details: location, contact information, required materials, and specific instructions.
The RentMagic Mobile app shows a clear daily schedule where tasks can be checked off as they're completed.
Photos and progress
Employees can communicate directly with the office through the app, take photos of completed work, and provide status updates on progress.
In unexpected situations, tasks can be escalated or forwarded to colleagues.
This direct connection between planning and execution creates a responsive organization that can quickly adapt to changing circumstances while all activities remain traceable and controllable.
Know what equipment is available
Nothing is more frustrating than having to disappoint a customer because you thought equipment was available, but it turns out to be in maintenance or already reserved. RentMagic gives you real-time insight into the exact status of every individual item, taking into account location, condition, and availability. The system knows exactly which warehouse each item is in, whether it's currently rented out, in repair, or ready for rental.
Maximum control, optimal utilization
Control over your rental fleet
Your rental fleet is your capital - every day that equipment sits unused, you lose revenue. RentMagic gives you full control over utilization, availability and optimal utilization of your inventory. The system not only shows you what's available, but also analyzes how your equipment is performing, where bottlenecks are and how to increase utilization.
From strategic reservations to smart warehouse moves, from service groups that minimize downtime to predictive analytics - every feature is geared toward getting more return on your rental fleet.
Occupancy and availability.
Monitor the performance of your rental fleet with advanced occupancy analytics that provide insight into which items are making money and which are underutilized.
RentMagic not only shows current availability, but also analyzes historical occupancy rates by item, product group and time period.
Real-time tracking allows you to immediately see what impact new reservations or orders have on future availability and to proactively suggest alternatives to customers.
With utilization overviews, it helps you make strategic decisions: should you purchase more of certain material, or discard less popular items? This data-driven approach transforms you from feeling to facts in materials management, directly resulting in higher profitability and better customer service.
Service Groups
Minimize downtime and maximize availability through intelligent service grouping that efficiently organizes maintenance without missing rental opportunities.
Service groups group items with similar maintenance needs, allowing you to strategically plan when equipment is removed from rental.
The system predicts when items need servicing and intelligently groups them together to reduce transportation costs and maximize workshop capacity utilization. More importantly, RentMagic calculates exactly how long each item will be out of service during service, including transportation, wait and recovery time. This prediction is factored into availability planning, so you can guarantee customers accurate delivery times.
It is also possible in some cases to leave equipment on rent with customers, as a service call can be performed on-site.
For critical service calls, the system can automatically reserve replacement equipment or proactively notify customers of scheduled maintenance stops. This integrated approach turns maintenance from a cost to a strategic benefit: better availability, lower service costs and more reliable equipment.
Warehouse overflow and relocation
Optimize inventory distribution and prevent popular material from being in the wrong location when customers ask for it.
RentMagic analyzes demand patterns by location and automatically recommends optimal material distribution between warehouses. The system detects when items can be better used in other locations and plans efficient moves that take into account transportation costs and rental opportunities.
When warehouses are overcrowded, the system makes a suggestion of a transportation move.
Are you curious about our practical experiences?
Let's look together at the practical possibilities for you.