Smartly set up workflows
Create workflows that perfectly fit your unique business processes without getting bogged down in predefined templates.
Creating processes
RentMagic offers a powerful workflow editor that allows you to define your own processes step by step: what actions should take place, in what order, and whether it is mandatory or not. It is also possible to define different items on an order as a bundle so that you can split orders into different workflows.
The system supports both simple linear processes and branching processes with different outcomes depending on situation.
Time-based
Time-based actions ensure that reminders, escalations and deadlines are handled automatically and their duration is also determined, including for scheduling purposes. The beauty of this dynamic approach is that you can customize workflows without programming knowledge with clicks and settings.
This creates processes that really fit how you work as an organization.
Managing resources
Create your transportation resources, tools or people in RentMagic to link your schedule to them.
Then integrate all available resources into your workflows for a fully automated process that takes into account your utilization of people, equipment and resources.
RentMagic then connects staff scheduling and transportation capacity in one coordinated system.
Kanban or agenda
Through a kanban planning board or calendar, this allows you to see who is scheduled for what, which can also sync back to Outlook or Google Workspace.
Control what's left to do
Transform chaos into overview with intelligent task tracking that ensures nothing gets forgotten and everything gets done on time.
RentMagic automatically generates tasks from workflows and distributes them to the right employees at the right time. If desired, the employee receives a message on the RentMagic Mobile app.
Each task contains all the necessary information: what needs to be done, when it needs to be finished, what materials are needed and who needs to be involved. The system keeps track of which tasks have been completed.
Dependency
Tasks can be interdependent: delivery cannot take place until materials are checked, invoicing starts only after return confirmation. These interconnections are managed automatically so that one process seamlessly connects to another. This systematic tracking takes hiring from hectic juggling to controlled process execution, where each team member knows exactly what is expected of them and when.
Schedule your projects
Projects in RentMagic are essentially smart bundles of orders, tasks and services that make up one big job.
The system treats a project as "an umbrella" list in which you gather all related rental orders, service tasks and other activities under one heading. This simple but powerful approach ensures that you always keep an overview of what is involved in a project without getting lost in complicated project management methodologies.
Tasks within a project
Within each project you can create tasks with interdependencies - for example, that delivery can only take place after material has been checked, or that invoicing starts after confirmation of installation. These dependencies ensure that the system automatically alerts you when subsequent steps are blocked by outstanding tasks.
RentMagic is not a comprehensive project planning software, but it is precisely this simplicity that makes it powerful: you keep an overview of complex jobs without drowning in planning overhead. Everything belonging to the project is in one place, tasks have a logical order, and everyone knows what needs to be done - that's often all you need for successful project execution.
Digital centralization
Transform the chaos in projects into clear information flows by collecting and organizing all project-related data in one central place.
RentMagic functions as a digital project office where all documents, communication, changes, and decisions are automatically linked to the right project. Contracts, drawings, quotes, order confirmations, delivery notes, and invoices are automatically archived per project with full search functionality.
All team members have access to current project information without data getting lost in different systems or email inboxes. Change history shows who modified what and when, so you can always reconstruct how decisions were made. External stakeholders like customers and suppliers can also get controlled access to relevant project information through the portal.
This central information organization prevents miscommunication, eliminates document search time and ensures that everyone is always working with the most up-to-date project status and agreements.
Duplicate projects
Reuse successful project structures and save valuable preparation time by duplicating proven project setups to new jobs.
RentMagic stores not only the outcome of projects, but also the complete process structure: which tasks in which order, which resources are required by default, which approval steps need to be completed and which communication moments are important. For similar new projects, you can use this template as a starting point and adjust where necessary.
Not only processes, but also documents
The system duplicates not only the schedule, but also linked documents, standard texts and process agreements.
Successful workflows from large projects can thus be reused for smaller jobs, while proven approaches are standardized across the team. This functionality ensures that your organization learns from previous projects and becomes increasingly efficient in project execution.
New employees can immediately benefit from the experience of experienced colleagues by using optimized project templates.
Keep everyone involved
Keep all stakeholders informed and involved with structured project communications that automatically reach the right people at the right times.
RentMagic organizes communication by project and ensures that relevant updates, changes and decisions automatically go to the right stakeholders. Customers receive timely updates on project progress without being inundated with internal details, while suppliers receive only communication relevant to their part of the project.
Internal communication
Internal team communications remain separate from external communications, allowing for open discussion of challenges and solutions.
All communications are linked to project tasks and decisions, providing a complete overview of how the project went.
