Overview
Adapt Equipment, part of the larger Adapt group that includes Adapt Event Expo and Adapt International, provides dry hire (equipment rental) services and large-scale event installations across Scandinavia and beyond. When the team realized their former system was slowing them down, they made the switch to Rentman and haven’t looked back.
“We went live about 11 months ago,” says Thomas Mindenhall, system administrator for Adapt Equipment. “What really sold us on Rentman was that we could spend some time fully testing and building the system before launch.”
The Challenge
Before Rentman, Adapt Equipment used another product, which was self-hosted and caused more issues than it solved. “We were eating up server memory constantly,” says Thomas. “And we needed more intuitive API integrations. With that solution, those came with extra work or weren’t possible at all.”
They also needed a solution that could handle the sheer scale and complexity of their operations: from exhibitions featuring 25+ individual stands to dry hire logistics and sub-rentals.
The Rentman Solution
From the beginning, Rentman was a game-changer.
It's our whole rental system — our booking, our inventory, our sub-hires. It tells us where we’ve got shortfalls and what’s coming up. It’s equipment, equipment, equipment,
The team relies on Rentman’s powerful tools for:
- Project management & packing lists: “Project managers create pack lists and timelines right inside Rentman. We’ve even started using templates, which is saving time across repeated fair setups.”
- Smart integrations: Adapt works with a modular stand system called beMatrix. “Their project manager exports a spreadsheet of needed components, and we just drop it into Rentman. It’s like magic — done in seconds.”
- RFID scanning: Adapt has over 2,000 items RFID-tagged, dramatically reducing time spent on returns and packing. “We’re scanning stacks of 30 frames in minutes. RFID takes a two-person, two-hour job and cuts it to one person, five minutes.”
- Maintenance & invoicing: “Something broke today, we scanned it in and added it to the client’s invoice right away. It wasn’t broken before, it is now, and we know what it costs to fix it instantly. That kind of transparency is huge.”
The Implementation Journey
Despite a strong start, the journey wasn’t without its bumps. A major system update involving container views caused unexpected issues.
It stalled so much work and confidence. But the support team, especially Sylvia, stepped up. We were the first ones to get it fixed — and others benefited too because we spoke up.
That experience became a testament to Rentman’s responsiveness and willingness to act on customer feedback. “We never had that with our other solution. I know some of the updates Rentman’s pushed out came from suggestions we made. That feels good.”
Results & Benefits
- Time savings across inventory, sub-hires, and returns
- Greater confidence in equipment tracking and availability
- Improved transparency for project managers and clients
- Scalability for major events with dozens of stands
- Ongoing support and collaboration with Rentman’s team
Thomas also appreciates Rentman’s visual interface and how easily the company — especially project managers — adapted to it.
It’s easier, more manageable, and more visual than our old platform ever was. Some people complain about red lines in projects, but that just means: ‘You don’t have the gear, find a solution.’ That’s a feature, not a bug.
There’s a learning curve, for sure. But everyone’s learning and adjusting really well as Rentman has been integrated into their day-to-day.
Final Thoughts
Would Thomas recommend Rentman to others?
“Absolutely. I’ve told tons of colleagues about it. But the biggest advice I give is: you must build it properly from the start. Get it wrong, and you’re setting yourself up for failure. But build it right, and it works.”
That means getting your customizations and preferences down right, importing data correctly, and working with the support team to get the best results. And the results — in efficiency, time saved, and accountability — speak for themselves.