Super Simple Step-by-Step Set-up System


Remember back when I said,

“In RW Elephantland all Orders are born as Proposals.”

Well, that was a lie. I’m sorry.

Within RW Elephant, we have a special Order Status that is so spectacular, we actually don’t think of it as an Order Status at all. Instead, we think of it as a pre-Order and call it the “Wishlist.”

Wishlists in RW Elephant are places for you to create a list of Line Items with prices. You can also include Line Item Notes, a Client, Dates, Times, the works. 

But what makes Wishlists so special is that depending on how they’re created, they don’t check for Item availability.


What? You say? What about the Off-the-Shelf and Restock Times? You know, those incredible tools that never-ever-ever let you double-book Items in your rental collection?

Well, certain Wishlists disregard them. If a Wishlist is created from your Online Gallery, by you or a client, or if you create a Wishlist via the mobile app RW won’t check for availability because it won’t know the Off-the-Shelf and Restock times.

Creating Wishlists within RW Elephant will check for availability. 

Think of a Wishlist as a quick teaser Pricing Sheet you’ll hand to your Client. It basically gives them inspiration, ideas, Item Names and Rental Prices. But they can’t just sign that little piece of paper and expect those Items to show up on their doorstep on Event day.

For that, they’d need a Proposal that can become a Confirmed Order.

You make Wishlists in RW Elephant like you would to start a Proposal.

Navigate to the “Orders” icon in the upper left corner of the browser window.

In the left column, click the “+” button to create a new Order.

Click the green “Edit Order” button.

Change the “Invoice Status” to “Wishlist.”

From here, you don’t NEED to fill out any additional information except the Off-the-shelf & Restock times so that RW can check for availability and the current Quantities of your Items.

Enter the Client contact info and anything else you’d like to include.

Then head on over to the Line Items tab.

Fill up that Wishlist with all of the sparkly, fantastic, lovely Items your Client might be interested in.

When you’re done, click the green “Save Order” button.

From here you’ll want to Click the “Invoice PDF” button to create a Wishlist PDF.

Note that the Wishlist PDF is almost identical to a Proposal PDF. The big differences are that the Wishlist won’t have any payment box and it will have your Wishlist Terms rather than your Order Terms and Conditions.

To add Wishlist Terms to your RW Elephant account, navigate to the “Account” icon in the upper right corner of your browser window.

In the left column, click on “Terms & Conditions.”

Choose the “Wishlist Terms” tab.

Click the green “Edit” button.

Type or paste the Wishlist Terms you’d like to include.

Keep in mind that this might be a good place for you to make sure your Client understands this Wishlist is just about pricing and isn’t checking for availability or reserving Items on their Order.

When you’re done, click the green “Save” button.

Now, back in the Orders section, if you want your Wishlist PDF to include those terms, be sure to click the green “Edit Order” button.

Then the green “Save Order” button.

Then the “Wishlist PDF” button.

From here, you can send the Client the PDF as an attachment in an email or use the “Create Email” button under the “Payments” tab for the Wishlist. When you’re working with a Wishlist, the text of the email generated by the “Create Email” button comes from the Wishlist Link Email Template.

Before we move on to the exciting step of Adding New Users to your RW Elephant account, let me give you a little sneak peek of an Advanced Feature.

Remember that Default Gallery we talked about that comes with each Pachyderm & Herd Leader plan? 

Well, RW also offers multiple website integrations (WordPressSquarespace, or Shopify). These Gallery options allow you to display your Items on your own website in whatever style you’d like. In addition to the regular-ol-Gallery, you can also enable Online Wishlist Creation. Oooooooooh!

Your Clients can browse your Items, make a list of pieces they’re interested in, and submit the list to you without ever having to set foot in your store/office/warehouse. Pretty fancy, huh? We’ll talk about that in our Advanced Tools.

Let’s invite the rest of your team to join you in this exciting RW Elephant adventure!

“Rainbows” Kevin MacLeod (

Licensed under Creative Commons: By Attribution 3.0 License