Move from Rentman to Hafrix, with every equipment commitment accounted for.

A useful migration preserves the distinction between what you own, what a project needs and what has actually left the warehouse. Start with one representative rental workflow and agree which parts of your Rentman operation belong in Hafrix. Equipment operations, crew planning and event production have different requirements; evaluate those requirements separately before choosing a replacement.

This guide describes an assessment and implementation plan. Your exports, installed products and required workflows determine the supported transfer. There is no implied automatic Rentman connector or promise that every project, integration or production-planning feature has an equivalent in Hafrix.

1. Decide which operation you are moving

Choose an equipment group, a warehouse and a set of open projects for the first rehearsal. Name an equipment owner, a project coordinator, a finance reviewer and the person approving the final switch. Establish whether you handle individually tracked units, quantity stock, physical cases, virtual packages, sales stock or equipment obtained from another supplier.

Write down the workflows you must retain: availability checks, preparation, issue, return, damage handling and billing review. Add requirements for crew scheduling, transport, time registration, webshop orders and accounting if you use them. For each requirement, ask for a demonstration in the proposed Hafrix setup and record whether it will move, stay in another system or block the migration. A list of exported rows does not establish functional coverage.

2. Prepare the Rentman exports

Rentman's official export instructions describe XLSX exports from modules including Equipment, Contacts, Projects, Invoices and Maintenance. In a module, select the required records, open More options, choose Export selection, select columns and download the export. Equipment exports can include optional serial-number columns; contact-person columns are also optional. Check the documentation against your current workspace before exporting. Source reviewed 5 November 2026.

For the assessment, request the following datasets where available. This is a requested migration package, rather than a guarantee that a single export contains every relationship.

Record export time, selected filters, column choices and row count in a manifest. Preserve the original files unchanged and work on copies. A filtered equipment list or one visible page of projects may be only a subset. Ask your administrator to confirm completeness and obtain attachments separately where the spreadsheet does not contain the files themselves.

3. Map catalogue items, serial units and combinations separately

Use source identifiers as the cross-reference. Names and barcodes can help a person find equipment, but they should not silently merge two records. Preserve leading zeros in codes, specify date formats and time zones, and document the units used for quantities and durations.

For quantity stock, agree the opening quantity at each location and identify hired-in or customer-owned equipment. For serialized equipment, reconcile each selected unit to its location, status and current assignment. Do not create an extra physical unit merely because a spreadsheet repeats its serial number on several project rows.

Rentman distinguishes physical equipment and virtual combinations in its equipment-management explanation. Treat these distinctions as mapping questions. A package sold for one price, a physical case and the specific units inside that case need not become the same kind of record in Hafrix. Demonstrate the agreed representation before loading the wider catalogue.

As an illustrative check, suppose KIT-AV-01 calls for two microphones, while the returned case contains only one. Preserve the expected composition and the actual return separately in the assessment. The warehouse owner decides how that shortage will be represented and resolved in the target workflow. Importing a package name alone would hide the operational issue.

4. Reconcile projects and availability at the handover

Choose the timestamp at which the opening position will be measured. For each open project, distinguish requested equipment from equipment allocated, prepared, issued and returned. Record the planning and usage periods separately where they differ. Agree how subprojects and warehouse transfers relate to the target job structure.

A future reservation must not appear as equipment already dispatched. A returned item waiting for inspection must not become available just because its project has ended. A partial return needs a remaining outstanding quantity or unit list that the coordinator can explain.

Retain an exception register for missing references, overlapping assignments, shortages and unclear statuses. Give every exception an owner and a resolution. Do not manufacture a clean opening balance by deleting a project or changing an assignment without business approval.

5. Set the financial boundary before loading open work

Ask finance which system remains responsible for posted invoices, payments, credits and tax records. Agree which open commercial records are needed operationally in Hafrix and which will remain in the accounting system or a readable archive. Keep source invoice references available for reconciliation.

For each active hire, capture the agreed rate basis, currency, discount, period already invoiced and first period to review after cutover. A project total is insufficient when it combines equipment, labour, transport or deposits. Treat book value, purchase cost and rental price as different measures.

For example, if a project runs from 2 to 9 November and equipment hire through 5 November has already been invoiced, document that boundary explicitly. The first target billing review must account for the agreed remaining period without issuing the same charge twice. This is a synthetic review example; it does not prescribe your billing convention or tax treatment.

Reconcile totals by currency and record rounding differences rather than netting unrelated balances. Finance signs off the opening position and the treatment of adjustments arriving after the final export.

6. Rehearse the transfer and test the exceptions

Provide a representative sample through an agreed secure channel after initial contact. Include a serialized unit, quantity stock, a combination, an active project, a partial return and a damaged item if those cases occur in your business. Agree the sample size, access and retention period before sharing it.

Review the mapping and proposed load order with the implementation team. Run the sample in an isolated rehearsal workspace and retain the results, rejected rows and source-to-target references. A dry run validates an agreed dataset; it does not establish that an arbitrary workbook can be imported unchanged.

Train the actual users on those scenarios. If a required event-production or crew workflow has no accepted target process, resolve that gap before committing to cutover.

7. Switch with a final export and a recovery plan

Schedule a final source snapshot and either an agreed change freeze or a controlled list of changes since the rehearsal export. Tell users which system is authoritative for each workflow and when to stop entering new equipment movements in Rentman. Reconcile the final differences before enabling routine work in Hafrix.

Define the stop conditions in advance: a missing serialized unit, unexplained outstanding hire, failed access check or unapproved billing difference may prevent the switch. Assign the person who can pause the process and the person who can approve resumption.

If work has already begun in Hafrix, recovery must account for those new transactions. Capture and reconcile them before restoring source operations; reverting to an old export alone can lose issues, returns or customer commitments. Retain source access and the verified export until operational and finance owners accept the agreed retention arrangement.

During the first working and billing cycles, review availability, outstanding equipment and charges against the signed opening position. Close exceptions with their owners and record the final acceptance.

Prepare a useful migration discussion

Bring the Rentman products you use, approximate equipment and project counts, the distinction between serialized and quantity stock, important integrations and a description of one difficult return or billing case. Do not send passwords, API secrets or customer data through a public form. We can agree a sample and a transfer method after discussing the scope; timing and cost follow that assessment.

Discuss a Rentman migration · Explore Hafrix workflows · All migration guides

Other source systems: RigER, Asset Patrol, Bynder DAM and spreadsheets.

Rentman is a third-party product. Hafrix is not affiliated with or endorsed by Rentman. Vendor interfaces, permissions and export availability can change; confirm them for your workspace.