Help & Documentation

Provider isn't decoration — it routes the row to the right downstream calculation.

• Budget rollup pulls per-provider totals (rental cost vs. crew-owned vs. your own gear).
• Insurance export filters by provider — owned vs rental coverage usually flows to different policies.
• Provider color-coding makes the gear list legible at a glance.
• The PDF export can be filtered by provider, so each rental house gets a list of only the items they're handling.
• Bulk operations let you add one provider to many rows at once.

Three types cover production sources: Owned, Rental, and Crewmember.

Owned

— Equipment owned by you or your company. Feeds the Own Gear ROI dashboard.

Rental

— Equipment rented from a rental house. The row links to one of your rental houses (or a free-text house name).

Crewmember

— Equipment provided by a specific crew member. The row links to a contact, or to a connected colleague who shares a gear catalogue.

This note belongs to gear a connected colleague shares with you, never to a unit of your own.

Your own gear

— A row labelled “Yours” never carries the note. You are the owner, so there is no one to hide a rate from you — the price comes straight from your Owned Gear record.

A contact's gear

— Contact-owned units are records you keep yourself, so their rates are always visible to you too.

Shared by a connected colleague

— Here the note is real: the owner left “Share Prices” off in their share settings, so the catalogue reaches you without rates. Ask them for a figure, or enter a rental line manually.

Per row, from the row's provider dropdown or the Edit Item modal's Providers tab. An item can have several providers, each supplying part of its quantity.

1. Open the project's gear list.
2. Open the row's provider dropdown — or the row's 'Edit item' action and its 'Providers' tab.
3. Choose 'Add provider'.
4. Pick 'Owned' (one of your units), 'Rental' (one of your rental houses) or 'Crewmember' (a contact or a connected colleague).
5. If the item already has other providers, enter how many this one supplies.
6. Done — the row shows the provider chip in its colour and feeds the budget rollup. Drag to reorder providers, change a quantity, or remove one with 'Remove provider'.

When you add an item that a supply source you already have can cover, the gear list offers it to you instead of waiting for you to remember.

• A suggestion strip appears under the row with one action: accept it and the provider assignment is written for you.
• Owned gear — offered first, because it costs nothing to use.
• Rental house stock — offered when one of your own custom rental houses has the item in its Gear tab inventory.
• Connected crew — offered when a colleague you are connected with shares the item in a rental catalogue.
• Only one suggestion shows at a time; dismissing it with the ✕ hides it for that row.
• The match is exact: the item's device-library link first, then its name after normalisation. Free-text items match a house's free-text stock by name.

Once a rental house has its own stock, the provider chip stops taking your word for it.

• "Not in <House>'s catalogue" — the row is assigned to a house whose Gear tab does not list this item.
• "Only N at <House>" — the house stocks it, but fewer units than the row asks for.
• "No longer in <Name>'s shared catalogue" — a connected colleague has withdrawn an item you had already assigned from their share.
• A house with no stock entered at all warns about nothing — an empty inventory is not evidence that an item is missing.
• Rental-house day rates now flow into the Budget tab, the Rental Summary, the rental PDF and any quote or invoice seeded from the project. The rate comes from the house's own gear row — its custom rate when custom pricing is on, otherwise its list price.
• An item with no price on the house row stays unpriced rather than being billed at zero.

The gear list's Bulk Operations bar handles multi-row changes.

1. Select rows with their checkboxes — the Bulk Operations bar appears once at least one is selected.
2. Click 'Assign provider' in the bar.
3. In 'Assign Provider to Items', choose Owned, Rental (one or more rental houses) or Crewmember (a contact).
4. Press 'Assign' — the provider is added to every selected row for the row's full quantity.

Each source has one color in the list and in exports: all your owned gear shares one, and each rental house and each crew member gets its own.

• Color badges appear on every row in the gear list.
• Colors carry through to PDF exports.
• Useful for visual scanning of large lists — you can see at a glance whether the camera package is mostly owned or mostly rental.

The PDF export always produces one combined document. You can narrow it to specific providers and colour-code the rows by provider.

1. Open the project's PDF export.
2. Optionally tick 'Highlight providers with color codes' so each provider's rows carry its colour in the PDF.
3. Optionally open 'Filter by provider (optional)' and select which providers to include — leave it empty to include all.
4. Generate — one combined PDF, scoped to the selected providers.

The Rental tab carries a per-provider breakdown of what the project is renting: every line item, the rental days, any discount, and the total per provider. It is the same calculation the Budget tab bills from, so the two can never disagree.

1. Open a project and go to the Rental tab.
2. The Rental Summary sits under the rental workflow. Click a provider to expand its line items.
3. Use 'Pickup/Return Notes' to record where the gear is collected and how it goes back — the note prints on the quote.
4. Press the export button to produce a rental-quote PDF for the whole project.

A person can supply gear in two ways at once: gear from their own owned-gear library, and items assigned to them as a crew contact. When the contact's e-mail is the same as that collaborator's account e-mail, Pickup Appointments and Pickup Lists in the Rental tab show them in one row, labelled “Own gear + crew-provided”, with all of their items counted together.

• The match is on the e-mail address only. Capitalisation and stray spaces don't matter; a matching name never joins two rows, because two people can share a name.
• The rows stay separate, labelled “Own gear” and “Crew-provided”, when the contact has no e-mail or a different one, when this device doesn't know the collaborator's e-mail, or when two accounts use the same address.
• A pickup already scheduled on the old contact row shows on the combined row, and moves to it the next time you edit, send or clear it. Nothing scheduled is lost.
• Send sub-rental request on a combined row asks only for the crew-provided items, never for the person's own gear.

Patterns from production teams that use the provider system heavily.

• Assign providers as you add items, not after.
• Use one canonical entry per rental house in Rental Houses — duplicates fragment the per-provider totals.
• Assign crew gear to a real contact for every Crewmember provider, not a free-text name — that keeps the person's details one click away.
• Review the provider mix before finalizing — a top-heavy rental list may benefit from buying a few owned items long-term.
• Export provider-filtered PDFs early enough for rental houses to confirm availability.