Project templates

Templates allow you to create new projects more quickly, by pre-determining settings and information that you will often use for new projects. This can, for example, include data such as event times, equipment, crew and transport, notes and tasks. In this article, we explain how to create and use project templates.-

Why use project templates?

Project templates save time and effort.

Normally, when setting up a new project, you have to run through the same steps. For example, you have to add the same time schedules, notes, tasks, transport and crew functions. By creating a new project using a template, you save time by not having to follow these same steps each time you create a new project.

Additionally, by pre-determining the information and your desired settings in a project template, you ensure that each new project carries specific data by default. This can prevent you from making mistakes in the future, such as changed event times.

Note: Project templates differ from projects. The templates are created based on a project in your database. You create a project template by saving a new or existing project as a template. When you do this, Rentman saves a copy of the project as a project template.

Example: you want to create a project template of project "X". When you save this project as a template named "Template X", a copy of your project is saved. This "Template X’" will be a stand-alone file, and cannot be edited by editing the original project.

How to create a project template

There are two ways to create a project template from a project in your database.

By creating a blank project first:

  1. In the project module, click Add to create a new project.
  2. Choose Blank project.
  3. Configure the project information and settings as you wish.
  4. Save your project.
  5. Go to the Configuration module > Settings > Project templates.
  6. Click Add, and enter a name for your template.
  7. Search for the project that you saved in step 4.
  8. Save the template.
  9. From now on when adding a project, simply choose the project template you made, instead of creating a blank project again.

By duplicating an existing project:

  1. Select Select.png an existing project in the Projects module that you want to use for your project template.
  2. Click on the More Actions button More.PNG, and choose Duplicate.
  3. Enter the start date of your project, and click Select.
  4. Configure the project information and settings as you wish.
  5. Save your project.
  6. Go to Configuration module > Settings > Project templates.
  7. Click Add and enter a name for your template.
  8. Search for the project that you saved in step 5.
  9. Save the template.
  10. From now on when adding a project, simply choose the project template you made, instead of creating a blank project again.

How to edit an existing project template

Project templates cannot be directly edited. Instead, you may create a new project first or duplicate an existing project in which you change the desired settings and information. From there, you can create a project template again, and delete the old template if desired. See the above section How to create a project template for step-for-step instructions.

Be sure to delete both the old project and old template. This will leave you with a new, updated version of your original template. By deleting the temporary project and old template, your project database stays clean and uncluttered.

Examples of project templates

The following are examples of how you can use project templates.

Example 1: A dry-hire scenario in which your customer is picking up and bringing back equipment

Dry-hire projects always require set times for 'pickup' and 'return', in addition to the planning period (time that equipment is not present in the warehouse, and is therefore not available for renting) and usage period (days you will charge the customer).

The project template for this scenario uses the following time schedule:

Time-Schedule_Dryhire.png

Tip: In this dry-hire scenario, it could be useful to add a note to the warehouse and packing slip slip saying: "Customer will pick-up equipment!"

Tip: You may also design various other dry-hire templates that include different aspects. For example, one template could include delivery and pickup, whilst another template could include equipment. Tailor this to your own preference.

Example 2: A production scenario for a 2-day event consisting of 2 build days and 1 break day

In this scenario, you need times for the event days, build days, the break day and for transport (back and forth).

The project template for this scenario uses the following time schedule:

Time-Schedule_production.png

Tip: In this production scenario, it could be useful to add function groups for each day, or a separate transport function group that is linked to the time schedule of the project. Additionally, you may also design a project templates for varying event durations, or build and break days. Tailor this to your own preference. 

What are useful templates to create?

To help you decide what templates can be useful for you, you may follow these steps.

  1. Create a list of projects that recur often in your business, and/or cost a lot of time to set up.
  2. Determine the common aspects of these projects. For example, do they always include times, equipment, functions, notes and tasks or something else?
  3. Create project templates that include these common aspects of your projects.

Ideally, you will end up with a compact list of templates so that every project planner can quickly scan the list and choose the right template.

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