Project status

Available for: Lite Classic Pro

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.

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

The project status gives you information on what stage a project currently is. It can tell you if: a quote has been sent, if the customer confirmed the quote, and whether the equipment is on location.

All possible project statuses:

  • Canceled
  • Request
  • Concept
  • Option
  • Confirmed
  • Packed
  • On location
  • Returned


This is where you find the status in your project:



Changing the status



In general, you do not have to manually adjust the project status, as it follows your actions.

  1. Concept: projects automatically start off in concept status. You can use project templates to start with a different default status.
  2. Option: Project changes from concept to option when you send out a quotation.
  3. Confirmed: Project is set from option to confirmed when a customer digitally signs the quotation.
  4. PackedOn locationReturned: Project is suggested to set to packed, on location or returned when you book equipment in/out in the warehouse module.



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


  • In the warehouse module: when a project status is confirmed the project can also be set to a different project status following the equipment in the warehouse module: 



Displaying status

In general
In general, you want to see in a single glance what the status of a project is. Most relevant is if the project is canceled, unconfirmed or confirmed. This is helpful when you are looking at the list of projects coming up in the following weeks to see what projects are still in option and should be followed up and if the project you want to plan crew on is actually confirmed.

Project Status Situation Shown
Cancelled Cancelled Striketrought text


Unconfirmed Orange text

On Location

Confirmed Normal text (black)



In the calendar view:

In the calendar view of projects, the color of projects is shown for the color which can be connected to the project status. To still show the project status visually different the following markup is used:

Canceled: Strikethrough text
Unconfirmed: Italic text
Confirmed: Normal text


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: Canceled

Note: In order to retain the data, we suggest to minimize deleting projects and use canceled 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 or API.
Filter in Rentman on: Request

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: Option

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: Option

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


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 invoice module.

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


Impact on equipment availability:

  Canceled Request Option + Concept Confirmed + Packed + On location + returned
Taken into account for equipment availability No No Yes Yes
Reserve equipment for project when possible No No Optional Yes
Shown in warehouse No No No Yes


Commonly Asked Questions

Can I add my own project status?
Custom project statuses are on the road map and will be added in Rentman. Ask us for more information. Experience tells us that most issues you want to use a custom project status already better solutions available. Contact us 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. We will make it possible to add custom statuses. At the same time, invoice moments should be a good solution for you.

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