Equipment availability

In the equipment timeline of your project, you can see the current availability of your planned equipment items. When an item is in stock, the amount will displayed in green. If there is a shortage of an item, this will be displayed in red.

You can also reserve equipment for projects that are not confirmed yet.

Available for: Lite Classic Pro

Equipment availability calculation

The equipment availability is calculated based on the planning period of the equipment. An item planned on a project becomes unavailable for the whole length of its assigned planning period.

When equipment is in repair, you can choose to make it unavailable until the repair is completed.

Equipment shortages

When you add an equipment item to a project, it is automatically planned on that project. However, if you have planned more of an item than you have in stock, your project will have a shortage of this item. In your availability timeline, a shortage will be marked with a red line.

Item shortage on multiple projects

It may occur that two (or more) projects have a shortage of the same item, in the same time period.

For example: You have planned a DJ booth on 2 different projects. If these projects are planned within the same time period, you have planned 2 DJ booths at the same time. If you only have 1 DJ booth in stock, you therefore have a shortage of 1.

In this example, both projects have a shortage of the same item. You can give one of these projects priority for this item. You do this by reserving this equipment item for that project.

Solve shortages (subrenting)

You can solve shortages by adding a subrent.

Equipment timeline

  1. Open your project, and go to the Equipment tab.
  2. Click the Timeline button Timeline.png to view your equipment on the timeline.

When you have invalid reservations  in your project the respective item will be marked red, signaling an equipment shortage. If you create a subrent this will show in the equipment timeline as a blue bar. The timeline in the Equipment tab of your projects displays inventory data of the selected articles.


Equipment name:  The upper part of the timeline displays the amount of an item that is (un)available after planning. Subrent will also be taken into account for this quantity. You will see a red bar when you have planned more than you have available.

Warehouse stock: This section shows you how much of the equipment you have available in your warehouse stock (excluding any subrent).

Projects: The projects part shows you all projects on which you have planned the specific equipment within the respective time frame. The dark gray bar is your active project; lighter gray bars are all other projects on which the equipment is planned. The number in the bar signals the quantity of planned equipment for that project.

When hovering over a timeline bar a tooltip will pop-up, showing you more in-depth details about the equipment stock.

If the status of your project is Pending, equipment will not be automatically reserved for this project.

Choose a time period
The time shown for a project in the timeline is the entire rental period of the project. In the equipment section a period time can be selected by clicking on 'Period' in the timeline. It is also possible to zoom in the timeline by clicking on the magnifying glasses.

If the period of time is larger than what is shown it is possible to scroll trough the dates horizontally or through the items vertically.

Reserve equipment for a project

By reserving equipment, you can give project A priority over project B if they both have a shortage of the same equipment item. The items that you reserve will then be confirmed for project A first. In this case, you don't have to worry about the shortage on project A growing even bigger when this item is planned on even more projects.

Reserve equipment for projects in Pending

You can manually reserve equipment when  a project is in Pending status:

  1. In the Equipment tab of the project, select the equipment you want to reserve.
  2. Click on Reserve equipment on top of the tab.

Reserve equipment for Confirmed projects

When you confirm a project, Rentman automatically reserves all the available equipment. You can also modify this reservation:

  1. Open your project, and go to the Equipment tab.
  2. Select Select.png the item that you want to reserve.
  3. Click the Timeline button Timeline.png to view this item on the timeline.

    In this example, our item is planned on two projects at the same time. In this time period, there are only 3 of our item in stock. However, both of these projects need 3 of our item.
  4. Double-click the project that you want to reserve equipment for.
    For this example, we will choose DJ Sven Tour.
  5. In the column Reserved for project, enter the amount of this item you want to reserve.

  6. Click Save.

    3 pieces of our item have now been reserved for the project DJ Sven Tour. As you can see below, the warehouse stock in this time period has now become 0.


Change equipment allocation for projects

When clicking on the plus (+) icon next to 'Warehouse' in the reservation screen you will get a view of where your equipment is located.


You can change your equipment allocation between projects when periods overlap. In this case you can remove your items from project A and assign them to project B. The way you do this is by clicking on the project bar and change the number of items you want to reserve in the pop-up screen. You can select the amount of equipment you want to reserve from your warehouse stock by setting a number in the “reserved for project” field and save.

Project status: effect on availability

The status of your project affects the availability of your equipment. It also determines whether the planned equipment items are reserved for the project, or not. See below for an overview:

Status: Cancelled Application Pending + Concept Confirmed + Prepped + On location + returned
Planned equipment items are subtracted from the equipment availability during the project period No Yes Yes Yes
Planned equipment items are reserved for the project No No Optional* Yes

* by default, equipment is not reserved for projects that have a pending or concept status. However, you can always manually reserve equipment for pending projects.

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  • Some graphics are missing here - broken links.
    Also please explaing better how adding equipment to a project lets its status change and what the difference is if you reserve equipment and if not. That remains quite unclea to me.

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  • Hi Jacob,

    Thanks for your feedback. I've fixed the images in this article, and the content of this article is now updated.

    If I understand correctly, you are referring to the project status. Adding equipment to a project does not change the project status. The project status changes automatically, based on your actions, or the actions of your customer. I've updated the following article with information about when the project status changes.

    However, you might also be referring to the booking status of your equipment. Adding equipment to a project does not change its booking status. You can only change the booking status of equipment in the Warehouse module, for example by scanning your items.

    If you need any more help, please contact our Support team directly.


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