Use project templates to save time setting up new projects in Rentman.

With project templates, you start new projects by reusing previous work. Project templates include data (like time-schedules, equipment, functions) from a previous project that you can re-use and customize.

Set up a project template

Project templates are always based on a project in the 'Projects' module. To set up a template you must copy a project. You can create a new project or use an existing one.

  1. Go to the settings Configuration module > Settings > Project templates.
  2. Click  + Add project template  and enter a name for your template.
  3. Search for the project to copy (the new project you created or the existing one).
  4. Click  Confirm  to save the template.
  5. (optional) You can now delete the project you created just to set the template.

Elements of a project template

When you use a project template, the following elements will be copied in the new project:

  • Client (if applicable)
  • Location (if applicable)
  • Time schedule
  • Notes and tasks
  • Subprojects
  • Equipment groups and planned equipment
  • Crew and transport functions
  • Additional costs
  • Financial details (discounts, VAT, refundable deposit)

The planning of crew and transport on the functions is not copied because the availability might be different.

Update a project template

Project templates cannot be edited directly. If you want to change something in a template:

  1. Add a new project using the template you want to edit.
  2. Edit the information you want.
  3. Save the project as a new template (as seen in the previous paragraph).
  4. Delete the old template.

Using your project template

After setting up the templates, you can use them to create a new project. When you select a starting date, all time periods of the time schedule will be copied over. After creating the project, you can change the start and end hours of each period and adjust the project details to your needs.

Note: Templates also include the Financial tab of a project. If you copy an existing project to which you applied some discounts, these will be part of the template.

Tips for creating templates

To 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 (equipment, functions, time schedules).
  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.

Examples of 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).

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).

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. 

Frequently asked questions

What happens if I delete the project that a project template is based on?
You get sucked into a wormhole and transported to a parallel universe with no Rentman... Just kidding. Nothing happens, feel free to do this. While, in general, we recommend "Canceling" over "Deleting" projects (once they are gone, they are gone forever), deleting a project template's parent project will not interfere with functioning of the project template itself.


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