Manage projects

A project connects dates, people, reservations and physical locations. Its material status comes from where the reserved stock is now.

Find a project

1. Open Projects.
2. Type into Search projects, customers, locations, or team.
3. Click Search.
4. Open the matching project card.

Search also checks the booth, project manager and description. Use Material at risk or Trucks loading this week to narrow the list. Click Clear to remove the search and filters. Archived opens projects that are no longer active.

Create a project

1. Open Projects and click Create Project.
2. Enter the required Project name.
3. Add the Exhibitor name, Event name and Client when known.
4. Add the Event location and Hall/Booth no..
5. Choose a Project Manager and the people in Team.
6. Add the project dates.
7. Click Create Project.

All people offered in Project Manager and Team already belong to the active organization. The project manager is the person responsible for the project. Team members are assigned participants. The creator, project manager, team members, organization owners and administrators can use the project chat. A project manager or organization administrator can add more team members later with Add member.

Set the project phases

Under Dates, enter ranges for Set-Up, Event and Dismantling. Hand Over uses one date and an optional time. Every date is optional. Within a phase, the end date cannot be before its start date.

These dates appear in the calendar and determine when operational reports need the material. See Plan with the calendar to review, filter or move project phases from the calendar.

Edit a project

1. Open the project.
2. Click Edit Project.
3. Change the details, project manager, team or dates.
4. Click Update Project.

Click Cancel to leave edit mode without saving. Adding people with Add member gives them access to the project chat. Only the project manager or an organization administrator can use that action.

Review project material

The Material List contains stock protected by reservations for this project. See Reserve articles for a project to create or change those reservations.

1. Choose Material view to group rows by category and article.
2. Use Category, Location and Status to narrow the list.
3. Choose Location view to group the same reserved material by its physical location.
4. Expand a location to see its articles.

The status is derived from the root of the location hierarchy. Material in a warehouse or a bin inside it is Warehouse. Material on a truck or inside a bin on that truck is Truck. Material at a booth or inside one of its bins is Onsite.

Receive, move or dispose of project material

In Material view, open an article's actions. Move sends a chosen quantity to another valid location. Receive moves the project's reserved quantity to its booth. Dispose removes that project's reserved quantity at the location from stock and cancels that reservation quantity.

For a bulk move, switch to Location view:

1. Find the source location and click Move. A truck uses Receive.
2. Choose the Destination.
3. Select one or more articles and set each quantity. For a truck, you can also select whole boxes or pallets.
4. Confirm with Move.

Project moves carry the selected project's reservation to the destination. Moving a whole bin keeps its nested locations and contents together. See Load and receive a truck for the complete truck workflow.

Can I do this without a connection?

Project receiving, moves and onsite disposal can be queued on the device. The app checks current stock, reservations and access again when it reconnects.

Understand material at risk and not returned

Material at risk looks forward. It lists active reservations for projects whose Set-Up starts within the next 14 days, or whose Hand Over falls in that period when no Set-Up range exists. A row is missing when some reserved quantity is not yet Onsite.

Not returned looks backward. It lists material still at a project's booth or on its trucks from the day after the project's last phase date or latest truck return date. Material in bins inside those locations counts too. Material already in a warehouse does not count as not returned.

Use Return to warehouse to move a chosen quantity to an unassigned warehouse. Use Mark as lost to remove a quantity from stock. The dedicated Material not returned guide explains these actions.

Print the material list

1. Open the project's Material List.
2. Set a category or location filter if the PDF should contain fewer rows.
3. Click Print list.

The PDF follows the visible grouping and filters. See Export and print lists for list contents and other exports.

Archive or restore a project

Use Edit Project and then Delete Project. A project with transaction history is archived instead of permanently deleted. Linked locations can only archive when their stock is zero and no active reservation remains. See Archive and restore records for the complete preparation and restore rules.