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Starting out with new software can feel overwhelming. We know this very well, because we’ve been developing and rolling out software for more than 20 years. And Rentgine is no exception to the rule.

While Rentgine’s platform is designed to simplify your rental operations, new users sometimes fall into avoidable traps that slow down their workflow. The key is knowing what mistakes to avoid. At Rentgine, we’ve seen how a few simple missteps can waste time, create confusion, and hold businesses back. But when you sidestep these pitfalls, you will be able to profit from using Rentgine: you will streamline bookings, create documents effortlessly, and have a system that works with you, not against you.

Here are the six most common mistakes we see new Rentgine users make, along with practical tips.

Mistake No. 1: Skipping the Short (7-Minute) Walkthrough

The problem: Many users jump straight into the platform without doing the short walkthrough that appears when you first log in. By skipping it, you miss out on learning how to add a new rental, generate a document with Rentgine’s automated fill-in feature, and explore the template we’ve already provided.

Why you shouldn’t skip the tutorial: Take the few minutes to complete the walkthrough. It’s designed to give you a hands-on tour of Rentgine’s useful features without the troubles of setting everything up yourself.

Mistake No. 2: Not Using Document Templates

The mistake: Manually filling out rental contracts or customer documents wastes time and increases the risk of errors. Renter’s name, personal information, document numbers, vehicle data etc. – all of these are filled in by Rentgine itself if you set up and use your document templates.

How to avoid it: Set up your document templates early. Rentgine pre-fills them with customer and rental data. Check out the tutorial video to see how it works in practice.

Mistake No. 3: Overlooking the Calendar View

The issue: New users sometimes don’t make use of Rentgine’s smart calendar, which provides a bird’s-eye view of all ongoing and upcoming rentals. Instead, they rely only on lists, making it harder to spot gaps or potential conflicts.

How to avoid it: Take the time to properly set up the smart calendar with your vehicles and reservations. Once full of data, it becomes a powerful planning tool, which helps you spot scheduling conflicts at a glance, make better use of your fleet, and keep operations running smoothly week after week.

Mistake No. 4.: Forgetting About Digital Signature

The time-waster: Printing contracts for signing, then scanning or storing them, defeats one of Rentgine’s key benefits. Some new users still do this out of habit.

How to avoid it: Use Rentgine’s digital signature feature. Customers can sign directly on your tablet in the office or on their own device remotely. This makes your process paperless and keeps all signed files in one place.

Mistake No. 5. Ignoring the Contact Options in Rentals

The oversight: When looking at a rental, users sometimes miss the built-in contact options, wasting time switching between apps, or dialing numbers manually on their phone.

How to avoid it: Remember that when you open a rental, you’ll see four actions (Open, Edit, Pick-up, Return) plus client contact info. You can call, email, or WhatsApp directly from Rentgine—whether you’re on mobile or desktop. This keeps communication fast and organized.

Mistake No. 6.: Using the filter bar to add vehicles

The confusion: On the Vehicles page, some new users mistake the filter bar for a way to register a new vehicle. This leads to confusion and frustration when the system doesn’t behave as expected.

How to avoid it: Remember that the filter bar is only for searching and sorting existing vehicles. To add a new one, use the “New Vehicle” button, which will guide you through the proper setup process.

Final Thoughts

Every new tool comes with a learning curve, but most Rentgine mistakes come down to skipping setup steps or not taking full advantage of the features. Don’t be afraid of experimentation; if you run into some difficulties, our customer support is there to help you out.