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
• 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.

Please note this feature is only available for the Equipment Scheduling ProEquipment Scheduling & Crew Scheduling Standard & ProCrew Scheduling

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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. To the right of the project name, click the blue text.
   
3. In this menu, you will see the subprojects in this project.
   
   
4.  Optional; by clicking lock_open you can pin your subprojects to a fixed sidebar. The subprojects will now remain visible on each tab within the project. 
   
   

Tip: You can easily navigate through your subprojects by making use of the following shortcut: SHIFT + ALT + expand_more /  expand_less 

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 your first empty subproject

1. To the right of the project name, click on the blue text No subprojects
   
   
2. In this menu, choose Add subproject.
3. Enter names for your first and second subproject.
4. Choose  Save
   Note: 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. Open the list of subprojects.
2. Next to a subproject, click on the More actions button more_vert:
   
   
3. Choose file_copy Duplicate
4. Enter a name for your subproject.
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.

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

You can always see the time periods of the main project in each subproject. This is useful when all of your subprojects should have the same planning period. 

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. Open the list of subprojects.

2. Click on a subproject and go to the Time schedule tab.
3. Use the dots to drag the time period to the 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.

Tip: 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. Open the list of subprojects.

2. Click on a subproject and go to the Time schedule tab.
3. Use the dots to drag the time period from the main project to a subproject.
   
   

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. Create a new document
2. In the edit menu before generating a document, select the subprojects you want to show on your document.
   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 for more information.
   
3. Click on  Generate

Hide subproject on financial documents only

Hiding a subproject's financial is useful when the planner does not want to include the subproject's financial costs included in the overall project. This subproject's equipment will still booked through but any costs associated to this subproject will not be included. 

Once you've toggled off the financial of a subproject, take a look at the overall/main project's financial tab. You should see that the subproject cost completely crossed off. 

1. Open the list of subprojects.

2. Next to a subproject, (de)select the option Financial:
   
   

Hide subproject from the planning only

Hiding a subproject's planner is helpful when the planner does not want to include the subproject's equipment availability as part of the overall/main project.

This could be useful for projects where the same equipment is planned for each subproject for financial reasons, but only one subproject's equipment quantity is required.

The subproject will still appear in the Financial tab of your subproject, and on the quotation, contract and invoice.

An example for this would be a three day tour event which includes three subprojects. The planner will plan the same equipment for all three subprojects for financial reasons but that would mean the equipment quantity is multiplied by three. By toggling off the planner option the other two subprojects, it cancels out the equipment's availability. Their financials will still be calculated thus ensuring the proper quantity is planned and financials are correct. . 

1. Open the list of subprojects.

2. Next to a subproject, (de)select the option Planner:
   
   

Create invoice for a subproject

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

Note: 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. Open the list of subprojects.
2. Click on your subproject.
3. Go to the Financial tab.
4. Click  Add invoice
5. Adjust the settings
6. Click  Generate

Move equipment group to another subproject

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

1. Open the list of subprojects.
2. Click on your subproject.
3. Go to the Equipment tab.
4. Select an equipment group.
   
5. Click the More actions button more_vert 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. Open the list of subprojects.
2. Next to a subproject, click on the More actions button more_vert:
   
   
3. Choose call_split 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. Open the list of subprojects.
2. Next to a subproject, click on the More actions button more_vert:
   
   
3. Choose merge_type Merge with others.

Split subproject in planning/ financial

When you select this option for your subproject, Rentman will split your selected subproject into two separate subprojects, one containing the planner information and the other, financial information. 

FAQs