Subprojects break one project into multiple parts. Each subproject has its own equipment, crew, transport and financial information. The main project is the sum of all the subprojects within it.

For example, you can use subprojects to:

  • Plan tours with a subproject for each stop of the tour
  • Plan events with multiple stages (areas) at one location

Subprojects.png   Subprojects_2.png

  • Create (and send) separate plannings for subprojects, whilst quoting and invoicing the main project as a whole.
  • Disconnect the planning from the quotation, leaving the quotation intact while being free to create the planning as needed.
  • Easily charge additional costs for a project, without affecting the original quotation.

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Using subprojects

In the main project, you:

  • Choose the customer (client)

In a subproject, you:

  • Plan equipment, crew functions, transport functions
  • Add financial information and additional costs

The project name, location, status, notes and times can be set in both the main project and subprojects.

View subprojects

  1. Open a project.
  2. Click Subprojects.png to show subprojects.

    The number next to the button Subprojects_amount.png indicates how many subprojects are in this project.
  3. In the sidebar on the left, you will see the subprojects in this project.

    Subprojects.png

Add a subproject

There are two ways to add a subproject. You can add a new (empty) subproject, or you can duplicate an existing subproject.

When adding your first subproject, everything you have been planning in the main project up until that time will appear in the first subproject. All other subprojects will be empty, unless you create them by duplicating another subproject.

Make sure the time periods of your main project are set up correctly before creating your first subproject. Read the Time periods section for more information.

Add empty subproject

  1. In a project, click Subprojects.png to show subprojects.
  2. In the sidebar on the left, choose Add subproject.
  3. Enter a name for the main project, and your first and second subprojects.

    Enter_name.png
  4. Choose Create.
    Both subprojects use the times of your main project. If your second subproject should have different times, you should delete the times in your second subproject and add new times. This way, they are not connected to the main project anymore.

Duplicate a subproject

By duplicating a subproject, you copy all of its information except for planned crew members and vehicles.

  1. In a project, click Subprojects.png to show subprojects.
  2. Next to a subproject, click on the downwards arrow:

    Subproject_options.png
  3. Choose Duplicate.
  4. Enter a name for your subproject.

    Duplicate_name.png

  5. Choose one of the following options:

    Keep times
    Your new subproject will keep the times of this subproject.

    Enter new start time
    You can choose a new start time for your new subproject.

Time periods

Each subproject can have its own time periods. By default, these are the planning period and usage period, but you can also add your own.

Amsterdam_2.png

In your main project, you will see a summary of all time periods of your subprojects.

Summary_2.png

If you add a time period in the main project, it will be applied to all subprojects. This is useful when all of your subprojects should have the same planning period, for example. These time periods will be marked with the Arrow.png icon in your subprojects.

Amsterdam.png

Move a time period to the main project

If you move a time period to your main project, it will be deleted from your subproject and added to the main project.

Since you're adding a time period to the main project, it will automatically be applied to all subprojects.

  1. In a project, click Subprojects.png to show subprojects.
  2. Click on a subproject.
  3. Next to a time period, click the arrow:

    Time_schedule_main_project.png

  4. Choose Move to main project.

Move a time period to a subproject

If you move a time period to another subproject, it will be deleted from subproject A and added to subproject B.

You can also move a time period from the main project to a subproject. If this time period is connected to items in multiple subprojects, you will receive a warning. You first need to connect these items to a different time period, before you can move it. If you move a time period from the main project to a subproject, it will also no longer be applied to all subprojects.

  1. In a project, click Subprojects.png to show subprojects.
  2. Click on your subproject.
  3. Next to a time period, click the arrow:

    Time_schedule_main_project.png

  4. Choose Move to subproject.
  5. Select the subproject to move this time period to.

Show or hide on documents

By default, all subprojects are shown on all documents that you generate. However, you can always choose which subprojects to show on your documents.

  1. Generate a new document.
  2. Click Widget.png to open the Widgets sidebar.
  3. In the sidebar on the right, scroll down to the section Linked items.
  4. Select the subprojects you want to show on your document.

    Selected_subprojects.png
    If a subproject doesn't appear in this list, please make sure that the subproject is not hidden on financial documents. Read the section below to read how to configure this.
  5. Click Regenerate to reload the document with the information you've selected.

Rentman remembers which subprojects you've selected. This allows you to generate new documents with the same subprojects next time.

Hide subproject on financial documents only

Hiding a subproject only on quotations, contracts and invoices is useful when the subproject is meant for (internal) planning only, and not for customers to see. The subproject will still appear in the Planning tab of your subproject, and on the packing slip and callsheet.

  1. In a project, click Subprojects.png to show subprojects.
  2. Next to a subproject, click on the downwards arrow:

    Subproject_options.png
  3. (De)select the option Show in financial overview.

In the sidebar, the orange circle indicates whether a subproject is shown or hidden in the financial overview and your financial documents.

Shown
Shown_in_financial_overview_2.png

Hidden
Hidden.png

Hide subproject from the planning only

Hiding a subproject only on the planning, packing slip and callsheet is useful when the subproject is meant for customers only, and not for crew members to see. The subproject will still appear in the Financial tab of your subproject, and on the quotation, contract and invoice.

  1. In a project, click Subprojects.png to show subprojects.
  2. Next to a subproject, click on the downwards arrow:

    Subproject_options.png
  3. (De)select the option Show in planner.

In the sidebar, the blue circle indicates whether a subproject is shown or hidden in the Planning tab, packing slip and callsheet.

Shown
Shown_in_planning_2.png

Hidden
Hidden.png

Create invoice for a subproject

You can generate a separate invoice for each subproject within your main project.

Currently, you can only set the invoice moment for the main project. Keep this in mind when you want to invoice a subproject separately.

  1. In a project, click Subprojects.png to show subprojects.
  2. Click on your subproject.
  3. Go to the Financial tab.
  4. Click Print slip, and choose Create invoice.

Move equipment group to another subproject

In some occasions, it may be useful to move an equipment group from one subproject to another.

  1. In a project, click Subprojects.png to show subprojects.
  2. Click on your subproject.
  3. Go to the Equipment tab.
  4. Select an equipment group.

    Equipment_group.png
  5. Click the More actions button More.PNG and choose Move to subproject.
  6. Choose the subproject this equipment group should be moved to.

If you want to keep your equipment group in the original subproject as well, you can duplicate the equipment group first. Then, you can move this duplicate to another subproject.

You cannot move separate equipment items to another subproject. Instead, you can place an item in an equipment group and then move the equipment group to another subproject.

Split or merge a subproject

When you split a subproject from the main project, it turns into its own main project.

  1. In a project, click Subprojects.png to show subprojects.
  2. Next to a subproject, click on the downwards arrow:

    Subproject_options.png
  3. Choose Split.

When you merge subprojects, all subprojects will be merged into one main project.

If you merge subprojects with different statuses, the merged project will get the status of the subproject you've selected before merging.

  1. In a project, click Subprojects.png to show subprojects.
  2. Next to a subproject, click on the downwards arrow:

    Subproject_options.png
  3. Choose Merge with others.

Frequently asked questions

Why don't I see my subprojects in the Projects module?
In the Projects module, only the main project is shown. This is to keep a clear overview of your projects.
Does the Warehouse module display my main projects or subprojects?
In the Warehouse module, your subprojects are shown. This is because the times of each subproject might be different, and it's useful to select them separately.
Does my time period belong to the main project or my subproject?

If you add a time period in the main project, it will be applied to all subprojects. In your subprojects, these time periods will be marked with the Arrow.png icon.

Connected_to_main_project.png

For more information, read the section Time periods in this article.

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