The Rentman licensing landscape: The “State of the Union”
As event production and AV companies scale, Rentman becomes the operational backbone. However, Rentman’s licensing is uniquely modular, revolving around Power Users (who can plan and edit) and Lite Users (who primarily view and track). Organizations often over-assign “Power” status to crew members who only need “Lite” functionality, leading to unnecessary monthly premiums.
The complexity gap
The Rentman administrator panel shows who is currently assigned to a license, but it doesn’t show you how they are using it. A technician who only checks their schedule once a week costs significantly more if they are mistakenly assigned a Power User seat. This lack of behavioral analytics leads to “License Inflation,” where your monthly bill grows despite static production volume.
The “Hidden Cost” narrative
Budget leaks in Rentman environments typically occur through unutilized Add-on Modules. Many organizations pay for the Quoting & Invoicing or Personnel Planner modules for their entire team, even though only the back-office staff requires access. Without granular usage monitoring, you are likely paying for high-tier project planning features for staff who only perform warehouse scanning.
Quick summary: OpenLM for Rentman
OpenLM transforms your event operations data into an actionable cost-reduction strategy.
- Track power vs. Lite engagement: Identify “Power Users” who haven’t performed a planning or financial action in 30 days and can be downgraded to “Lite.”
- Identify dormant crew profiles: Automatically flag freelancers or temporary staff who remain as active paid users after a project has concluded.
- Optimize module allocation: Determine if your high-cost Equipment Tracking or CRM modules are being utilized by the intended personnel.
- Monitor mobile vs. desktop usage: See if your warehouse team is utilizing the Rentman App effectively or if you are paying for unused mobile licenses.
- Automate license reclamation: Reclaim seats the moment a crew member is removed from active rotations or leaves the company.
Comprehensive solution framework
The visibility layer
Gain transparency into your production workflow. See exactly which users are active in the Warehouse, Office, and On-Site environments. OpenLM provides a unified view of your Rentman adoption across different departments and regional warehouses.
The intelligence layer
Use engagement analytics to justify your Rentman spend. By analyzing the “Action-per-User” ratio across different Project Folders, you can identify underutilized licenses that are ripe for consolidation before your next billing cycle.Â
How OpenLM monitors Rentman
OpenLM uses a secure, API-based approach to capture engagement metrics within your Rentman cloud environment.
Seamless API connectivity
- Direct API integration: Connects securely to your Rentman domain to pull user activity logs and permission metadata.
- Zero infrastructure: No hardware or local software installation is required; the monitoring is entirely cloud-to-cloud.
- Secure data streams: OpenLM monitors interaction timestamps and module access while ensuring your sensitive project costs and client data remain private.
Strategic reporting and analytics
- The “Power User” audit: A specialized report showing users who have “Power” permissions but only exhibit “Lite” behaviors (viewing-only).
- Freelancer drift report: Identify external crew members who still occupy paid seats long after their last assigned event.
Strategic ROI and business value
- Procurement support: Enter your next Rentman renewal with “Actual Activity” data, allowing you to right-size your seat counts based on project demand.
- Reduced subscription costs: Identify and eliminate “Ghost Seats” that remain active during the off-season.
- Optimized operations: Ensure your most expensive licenses are allocated to the Project Managers and Accountants who drive your revenue.
