Each project has a set status to show what stage the project is in. The project status helps to filter out what projects need action and if equipment on the project should be taken into account for equipment availability or not. It can tell you if: a quote has been sent, if the customer confirmed the quote, and whether the equipment is on location.

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


Project statuses in detail



  • When to use: When a project does not continue. The project is not shown anywhere. It will be shown in statistics and can be used in the future.
  • Automatic change to this status: Can only be set manually.
  • Filter in Rentman on: Cancelled

Note: In order to retain the data, we suggest to minimize deleting projects and use cancelled instead.


  • When to use: 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.
  • Automatic change to this status: When a project is created from an external source like the webshop plugin.
  • Filter in Rentman on: Inquiry


  • When to use: When you are working on a project but did not send the quotation yet.
  • Automatic change to this status: When creating an empty project.
  • Filter in Rentman on: Pending


  • When to use: When you are working on a project you have sent a quotation for but do not have the confirmation of the customer for yet.
  • Automatic change to this status: when the quotation has been sent.
  • Filter in Rentman on: Pending


  • When to use: When the project is confirmed by the customer.
  • Automatic change to this status: If the customer digitally signs the quotation.
  • Filter in Rentman on: Confirmed


  • When to use: When the equipment is picked and packed in your warehouse and ready to go out.
  • Automatic change to this status: Can be easily used in the Warehouse module.
  • Filter in Rentman on: Confirmed

On location:

  • When to use: When the equipment went out to location.
  • Automatic change to this status: Can be easily used in the Warehouse module.
  • Filter in Rentman on: Confirmed


  • When to use: When the project came back.
  • Automatic change to this status: Can be easily used in the Warehouse module.
  • Filter in Rentman on: Confirmed

Changing the status


By default, the project status is changed automatically. This is based on your actions, or the actions of your customer.

  1. Concept
    This is the default status of a new project.
    If you want a project to begin with a different status, use a project template to create a new project.
  2. Pending
    The status changes to pending when you send out a quotation to your customer.
  3. Confirmed
    The status changes to confirmed when your customer digitally signs a quotation.
  4. PreppedOn locationReturned:
    This status is based on your actions in the Warehouse module. In this module, you can book equipment in and out of the warehouse and give it a status.


  • In a project: during the project the project status can be changed at any time:


  • In the Warehouse module: the status of a project can be changed by clicking on "Done" in the project tile.


Project status at a glance

Don't feel like opening up a project to see the status? Neither do we. You can quickly view whether a project is cancelled, confirmed, or not yet confirmed in various places in the  table_chart Projects module. This can help you decide which (sub)projects need immediate attention and which can wait.

Status indicators

Actual Status Status Group From within the project List / Per day view Timeline / Calendar view
Cancelled Cancelled mceclip6.png Project name mceclip10.png


Unconfirmed mceclip5.png Project name mceclip11.png

On Location

Confirmed mceclip4.png Project name  mceclip13.png

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").


List / Per day view


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

Create presets with filters for 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.

The warehouse shows projects based on the current status. Only projects with status confirmed show here.

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

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.

Frequently asked questions

Can I add my own project status?
Currently this is not possible unfortunately. We might add this functionality in the future. Contact Support for more information.

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. 

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