General information of a project (name, times, client, notes)

Once you've created a project, you can start filling in the information in the General tab of your project. Here, you will find the most important details such as its name, client, location, project type and time schedule.

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General information

Name
The name of your project. This will be displayed in the projects overview and on the documents that you generate.

Project number
If you leave this field empty, Rentman will automatically generate a number for this project. In the Configuration module, you can edit your number series to choose what number the first created project should start with. Alternatively, you can also enter a custom number here.

Status
By default, all new projects have the Concept status. The project status changes automatically, based on your actions, or the actions of your customer. However, you can manually set a status for your project here.

Read our article about project statuses for more information.

Client
Choose a client (and contact person) for your project. The client and contact person need to be added to the Contacts module, before you can choose them here.

Location
Choose a location for your project. The location needs to be added to the Contacts module, before you can choose it here.

Project type
Each project type contains pre-determined settings for a project, such as an invoice moment, letterhead, color, and template for quotations, contracts, invoices. Project types are useful to differentiate between projects in the projects overview, and the statistics module,

Read our article about project types for more information.

Account manager
Choose a poweruser within your Rentman account as account manager for this project.

Color
Choosing a unique color for your project is useful to differentiate between projects in the My schedule module and in the projects overview. You can also assign a default color for each project type.

External reference
You can enter an (optional) external reference for this project. For example, a purchase order number. By default, this external reference does not show on documents and needs to be added on there as a separate variable.

Notes
Read our article about Notes for more information.

Time schedule

The time schedule can be used to enter all times of your project. The times listed in the time schedule can be connected to equipment groups and functions in your project. Times can also be shown to crew members and customer.

Big advantage of having a complete time schedule with the times connected in the rest of the project is that you only have one single spot where you change times when needed.

Default planning and usage period

Rentman projects should always contain a default planning and a default usage period.

Planning period
Planning period is when your equipment is out of your warehouse. The planning period is used for the equipment availability. For the period of the planning period equipment will be shown as planned for the project.

In case you need time to clean after or prepare before you might want to include this time also in the planning period.

Usage period
Usage period is when your equipment will be used by your customer. You will charge your client for this period of time. The usage period is used to calculate the factor and therefor directly impacts the price of the project.

Example:

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Renaming usage periode and planning period

You can rename the planning period and usage period. Keep in mind that the check-box for 'default usage period' or 'default planning period' is checked.

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Add another time period

You can also add your own time periods to the time schedule.

  1. Add the name, dates and times.
  2. Click on the plus button.

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Some examples are:

  • Equipment load-in
  • Build shifts
  • Rehearsal
  • Breaking
  • Equipment load-out

Choose where times should be displayed

For each time period, you can choose on what type of document it should be displayed.

  1. Next to a time period, click on the arrow down button Arrow_down.png.
  2. (De)select the type of document that this time period should be displayed on.

    Time_period_display_options.png


Start projects with a preset list of times

Your projects probably always contain a similar list of times. Possibly this differs for different project types. You can save yourself time entering all times in manually by setting up your project templates in the right way. Of course each project will be on a different time but it will save you quite some time manually adding times plus deleting times is easy and quick to do.

Read how to do this in the project templates article.

 

Create a slip

In the General tab, you can create slips for your crew members. Slips contain useful information for crew members with different tasks, and are fully customizable. By default, Rentman already offers a packing slip and callsheet.

You can add information to an existing slip, or create a new slip with custom information by using document templates.

Packing slip

A packing slip tells your warehouse staff which items to pack for your project. By default, it contains a list of all planned items for this project.

  1. In the General tab of your project, click Print slip.
  2. Choose Packing slip.

Callsheet

A callsheet provides your crew members with the time schedule for your project. By default, it contains a list of all time periods of this project.

  1. In the General tab of your project, click Print slip.
  2. Choose Callsheet.

Frequently asked questions

I've filled in the general information. What should I do next?
Once you've filled in the information in the General tab, you can start planning equipment on your project.

Alternatively, you can read our article Using projects in Rentman for an overview of everything you can use projects for in Rentman.

 

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