Arrivy & Current RMS
Current RMS is a cloud-based rental management solution designed for the AV, events, broadcast, and production rental industries. Arrivy’s integration with Current RMS allows Current RMS users to easily create and synchronize Arrivy tasks with Current RMS Opportunities. This integration lets users leverage Arrivy’s location-powered customer/crew notifications and real-time connectivity features with schedules and events that originate in Current RMS.
Connecting Current RMS and Arrivy
In order to connect Arrivy and Current RMS, you’ll need two pieces of information:
- An API key
- Your Current RMS subdomain
An API key can be found within Current RMS by going to System Setup > Integrations > API. On the API integrations settings page, ensure the API is enabled and generate an API key. Copy that key. Your Current RMS subdomain is the domain prefix shown on your Current RMS URL in the address bar when you are using Current RMS, typically in the form, “<company name>.current-rms.com”. You want the <company name> text. For this example, we’re using arrivy. Note this is not the “Name” field shown in the screenshot below.
Current RMS API settings showing API keys
Use that information in Arrivy by navigating to Settings > Apps & Integrations > Current RMS. Input the API key as the Access Token, the subdomain as Sub Domain and click the Verify button.
After clicking the Verify button, a variety of integration options will appear.
Integration and Synchronization Options
Arrivy’s controls allow it to synchronize with Current RMS at pre-specified intervals, at a particular time of day. This synchronization will copy new Current RMS Opportunities and create new Arrivy Tasks, and/or update any changes to Opportunities in existing Tasks. It’s typical to have the synchronization triggered on a daily basis, sometime after working hours. This ensures that any changes to Opportunities that occur during the day are transferred to Arrivy before the next day starts. Additionally, users can trigger synchronization manually.
The Synchronization controls are shown in the screenshot below.
- Trigger interval [Daily, Hourly]: Governs the time interval when synchronization occurs
- Date range [Current date – Current date + 2 weeks]: This control governs the range of dates that are looked at when synchronization occurs. For example, “Current date + 1 week” would synchronize all of today’s appointments and all those occurring within the next week.
- Trigger interval time zone: This must be set to the same time zone as that set in Current RMS > User Account settings. This is used so Arrivy can know the time zone Current RMS is sending time data in. Additionally, for Daily trigger intervals, this is used in conjunction with the Synchronization time to determine when the sync will occur.
- Create tasks as: In Arrivy, Tasks can either be scheduled or unscheduled:
- Scheduled Tasks need Start/End dates and times. As soon as a scheduled Task is created (either manually or through the API) the Task Created customer message is sent to the customer via SMS or email. If a Task’s date or time is changed, then a Task Rescheduled message is sent to the customer when the Task is synched. Note that if your Synchronization time is set to 11:30 PM, that is when your customer will be receiving these messages. All scheduled Tasks appear on the calendar.
- Unscheduled Tasks can have both dates and times, dates only, or neither dates nor times. Unscheduled Tasks appear in the Unscheduled list view under the Tasks nav in Arrivy. Unscheduled Tasks having dates will also appear in Calendar views. When an unscheduled Task is created, no communications are sent to customers. However, changing a Task from unscheduled to scheduled will generate a Task Scheduled customer message.
- Synchronization time: Used for Daily synchronization triggers in conjunction with the Trigger interval time zone to establish the time when synchronization occurs.
- Add Template button: In Arrivy, templates are used to reflect the kind of job being done. They allow administrators to customize: messages sent to the customer, details provided to the crew and status buttons (that indicate status changes) on Arrivy mobile apps.
The Add Template button allows you to map different Current RMS Opportunity events to unique Arrivy Tasks and templates. When you edit an Opportunity within Current RMS you have the ability to schedule a variety of events (Prep, Load, Delivery, etc). If you schedule these individual events you can map Arrivy templates to each event type. Within Current RMS note the Scheduling events that your Opportunities use.
Then in Arrivy use the Add Template button to create template associations for these events. You must use the exact names (e.g. “DELIVERY”, “COLLECTION”) in the left column, and then choose the Arrivy template you would like these events to use (as shown below, templates named, “COLLECTION,” and “DELIVERY” were created).
Additionally, if in Current RMS there is an Opportunity which has delivery date and collection date then in arrivy two tasks will be created one for delivery with prefix DEL – other for collection and with prefix COL – and they will have the respective templates assigned to them.
However, 2nd if the Current RMS checkboxes are checked within the Opportunity, there will be two activities created of type TO_DO instead of tasks with prefixes COL and RET.
Once you save your Current RMS sync settings for the first time, you’ll see an additional control titled, “Synchronize Now.” This allows you to synchronize Tasks and Opportunities on-demand across a specified date range.
Additionally, on the Dashboard and in the Task views (Calendar, List, etc), once you have set up your Current RMS integration, you’ll see an additional button titled, “Synchronize Tasks,” next to the “Create New Task” button.
Clicking the button will manually synchronize all of the Tasks with Opportunities for that single date.
When you do a synchronization, that operation happens asynchronously, meaning that it goes on in the background, allowing you to continue working while the operation takes place. Thus you can dismiss any dialog boxes (like the one shown below–from the Dashboard) while the synchronization progresses.
The synchronization results are captured in a log file that can be accessed by clicking on the link in the dialog, or navigating back to the Current RMS integration page. In the right column is a list of sync operations. Clicking on any operation show details for that sync session.