This article explains how to use project statuses, when they are automatically changed and what effect they have on your equipment reservation.

Each project has a set status to show what stage the project is in.

The project status helps to filter out which projects need action and whether equipment on the project should be taken into account for equipment availability. The project status is only used to manage the project itself.

Warehouse statuses, such as "Prepped" and "On location", belong to a packing list instead. For more details, please check out this article.

The project statuses

Status	When to use	Automatic change to this status
Canceled	When a project does not continue. The project is not shown anywhere. Equipment has not been reserved. It will be shown in statistics and can be used in the future.	Can only be set manually
Inquiry	When you want to enter the exact wishes of your customer. Example: a list of equipment a customer would like to hire, or a customer requesting to have the event exactly as last year. The clients request has been received.	When a project is created from an external source like the webshop plugin.
Draft	When you first start planning your project from beginning. Project is in preparation.	This status is automatically applied when you create a blank project.
Pending	When you are working on a project you have sent a quotation for but do not have the confirmation of the customer for yet. Equipment can be reserved manually.	When the quotation has been sent.
Confirmed	When the project is confirmed by the customer.	If the customer digitally signs the quotation.
In progress	The project is underway. Equipment has been booked out.	Sets automatically the moment the first item is booked in the Warehouse.
Execution done	All equipment has been returned. Invoice is still pending.	Sets automatically once every item across all packing lists is back in the Warehouse.
Complete	Project is fully completed.	You set yourself once everything's wrapped up on your end.

Where did "Prepped", "On location", and "Returned" go?

These are now warehouse statuses. A warehouse status applies to one packing list, which is the equipment tied to one pickup or return date of a (sub)project. This way, a project with several pickup or return dates can have one packing list on location while another is still being packed. Your custom warehouse statuses work the same way. For more details, see Equipment Status in the Warehouse Module and Custom Statuses in the Warehouse.

How the status changes

Most status changes happen automatically, based on your actions or those of your customer. The status moves from Draft to Pending when you send the quotation, to Confirmed when the customer signs it, to In progress when the first item is booked in the warehouse, and to Execution done when all equipment from every packing list is back. You set Complete yourself.

You can also change the status yourself at any time, by opening the project and selecting a status in the General tab of a project. Changing the status of a packing list in the 'Warehouse' module does not change the project status on its own.

What happens to my existing projects? When the Equipment Times update goes live on October 19, 2026, Rentman updates your projects automatically. A project with any warehouse status except "Returned" becomes "In progress", and a project with the status "Returned" becomes "Execution done". Your data is not converted in any other way.

If you want a project to begin with a different status, use a project template to create a new project.

Where you can see the status

Within a project, the status is shown with a traffic light symbol next to each subproject.
In the list view and the Per day view, the status is shown next to the project name.
In the timeline and calendar views, the status is shown through the formatting of the project name. Canceled projects are struck through, projects that are not confirmed yet are in italics, and confirmed projects are shown normally.

Next to the project status, you also see a warehouse progress indicator. Grey means the project is not in the warehouse yet, green means all packing lists are on track, and red means one or more packing lists are behind schedule. A packing list only appears in the warehouse once its subproject is marked as ready to pack.

Project status at a glance

Don't want to open a project just to check its status? We understand. You can easily see if a project is canceled, confirmed, or still pending confirmation in different locations in the table_chart Projects module. This can help you decide which (sub)projects need immediate attention and which can wait.

Status indicator

Actual Status	Status Group	From within the project	List / Per day view	Timeline / Calendar view
Cancelled	Cancelled		Project name
Inquiry Draft Pending	Unconfirmed		Project name
Confirmed In progress Execution done Complete	Confirmed		Project name

From within the project

From within the project, traffic light symbols are used to indicate subproject status. You can easily see at the top of the page what the status of the active subproject is (in the below image, New York has a red dot, as it is cancelled). By hovering over any dot, a text will pop up explaining exactly what the the status is for that (sub)project (in the below image, we see that for the World Tour, the "status varies per subproject").

From List / Per day view

From Timeline / Calendar

In the calendar or timeline view of projects, the color of the project is determined by the project type. This is not to be confused with the project status. In the image below, we can see that we have one cancelled project (struck through), two confirmed projects (normal), and one project not yet confirmed (italicized).

Filter options

Quickly find important projects by filtering them based on their status

Do you need to find pending projects fast, hide canceled ones, or do both at once? You can do that by using the 'Project status' dropdown menu. Watch the video below to see how.

Create presets with filters

Create presets with filtersfor the right project status to easily find projects you need to take action for.

Example: create a preset with all projects you are the account manager for on the status option to see what projects need a follow-up call after sending the quote.

Crew planner
Create presets with filters for the right project status to make sure only confirmed are shown to make sure first to plan these projects.
Canceled projects are only shown if there are still crew members planned on the projects.

Warehouse
Shows the packing lists of confirmed subprojects that are marked as ready to pack. Each pickup or return date has its own packing list.

Invoices
Only confirmed projects should be invoiced. If a project is not confirmed it does not show up in the monetization_on Invoice module.

Subrent
Canceled projects are not shown. Add a preset with filters to filter only confirmed projects in the swap_horizontal_circle Subrent module.

Effect on equipment availability

The status of your project can influence the availability of your equipment. Read the linked article for more information.

FAQs

Can I add my own project status?

No, currently this is not possible unfortunately. However you can add warehouse custom statuses. These apply to a packing list and are not shown in the project status list. We are looking into adding this feature in a future update, but no concrete plans have been made.

Is there a status to mark projects as invoiced?

There is no status for projects that are invoiced. A project is invoiced when all invoice moments are completed. The issue with a project status for invoiced is that when and how projects are invoiced is different for each user and for different types of projects. It is possible a project is invoiced before the equipment is back in the warehouse. Some users do not invoice in Rentman at all since they use Rentman primarily for equipment and/or crew planning.

What happens if I delete a project that has equipment already booked out of the warehouse?

You will get a warning that says "This project contains booked equipment, which does not fit the current status of the project."

Does the project status change when I book equipment in the warehouse?

Yes, in two steps. The project status becomes "In progress" when the first item is booked, and "Execution done" when all equipment from every packing list is back. The warehouse status of each packing list is separate and does not change the project status by itself.

Why is the progress indicator next to my project status red?

One or more packing lists of the project are behind schedule. Open the Warehouse module to see which packing list is late. For more details, see Warehouse Module: Tile View.

Was this article helpful?

8 out of 10 found this helpful

Project Status