As summer approaches, the busy season kicks into full gear: festivals, back-to-back productions, and tight turnaround times become the norm. For many teams, this means equipment doesn’t always make it back to the warehouse before heading out again.
If that sounds familiar, you’re not alone.
This article walks through a practical, field-tested workaround using a fictional production company - AV Nerds - to show how you can manage equipment roll-overs efficiently in Rentman today.
The Scenario: Company 'AV Nerds' in Peak Season
AV Nerds is handling two consecutive projects:
- Project A (a weekend festival)
- Project B (a corporate event starting immediately after)
Some of the audio gear used in Project A is needed directly for Project B. Returning everything to the warehouse in between is not always realistic.
What Is a Roll-Over?
A roll-over is when equipment moves directly from one project to another without first returning to the warehouse. While native support for this workflow is being developed in Rentman, you can already manage it effectively using a simple workaround with custom warehouse statuses.
How the Workaround Works
This method uses two custom warehouse statuses:
- 'Roll-over from Project XYZ'
- 'Roll-over to Project ABC'
Example Setup
| 'Project A' includes: | Roll-over plan to 'Project B': |
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Optionally, you can add a note in 'Project A' to indicate which equipment items will roll over: This makes it visible in the warehouse view and helps avoid confusion: | |
Step 1: Prepare in 'Project A'
All equipment in 'Project A' starts with the status 'On location'.
Before the project wraps:
- The office or warehouse team identifies the items that will roll over.
- These items are booked into 'Roll-over to Project ABC'.
This gives the on-site crew a clear signal that these items should be prepared for transfer instead of returning to the warehouse.
Step 2: Transfer Equipment
Once the crew hands off the equipment:
- They update the status to 'Returned' in 'Project A'.
This step removes the equipment from Project A and ensures the warehouse sees it as returned for that project.
Step 3: Prepare in 'Project B'
In 'Project B':
- The same items are pre-booked into 'Roll-over from Project XYZ'.
- This tells the warehouse team not to prepare or pack these items.
Instead, the equipment is expected to arrive directly from another project.
Step 4: Confirm On Location
When the equipment arrives at 'Project B':
- The crew updates the status to 'On location'.
At this point, the roll-over is complete and the equipment is fully accounted for in the new project.
Summary
With this workaround, roll-overs can already be managed effectively in Rentman. It helps maintain accurate tracking, reduces unnecessary warehouse handling, and improves communication between teams.
A more advanced variant using separate warehouses is also available and may suit specific configurations. To evaluate whether this approach fits your setup, we recommend scheduling a consultation.