Rentals that collect themselves.
A public booking page, an agreement to sign, a certificate of insurance to upload, and an invoice that goes out on its own — on the same calendar as everything else in the building.
- Requested
- Agreement signed
- COI on file
- Invoice paid $240.00
The rental program is usually somebody's third job
It runs on a PDF, an email thread and a memory. Somebody sends the agreement, somebody else chases the certificate of insurance, and the invoice gets written in a spreadsheet at the end of the month — if anyone remembers the youth league used the gym twice in March.
That is not a software problem so much as an attention problem, and the attention belongs to a person with two other jobs. Every step here exists to remove one exchange of email.
A rec league setting up on a Saturday in a borrowed school gym.
What a renter does, and what you do not
They find the space
A booking page on your own branding, showing what is available and what it costs — no phone call to ask.
They sign
Your rental agreement, e-signed at request time. No PDF sent, returned, scanned and filed.
They insure
A certificate of insurance uploaded against the booking, tracked so an expired one is visible before the date.
They pay
Deposits up front, invoices after, by card or bank transfer. What is unpaid is a list rather than a recollection.
You set the rates
Rate classes per customer type, so the youth league and the corporate booking are not the same price by accident.
You keep control
Every request is approved by a person, against a calendar that already knows about the home game on Friday.
Facility rentals have become much easier to manage. Mostly automated — able to focus on the kids more.
Jordan is the athletic director at Foundation Academy, where outside groups now request, sign, insure and pay in one flow.
Read the Foundation Academy storyQuestions
Can we override a total for one booking?
Yes. An operator can set a custom total on a booking — a waived fee, a negotiated rate, a discount for a long-standing group — and the renter sees the number you set.
Do renters pay by bank transfer?
Yes, and it is the cheaper route: ACH is 1.5% capped at $15, against 5% + $0.75 on a card. On a $2,000 invoice that is $15 instead of about $101.
What about groups we do not charge?
Internal bookings and $0 rentals are free. A booster club using the cafeteria is not a billing event.
How is this different from a rental marketplace?
A marketplace brings you renters you would not otherwise reach, which is a genuine strength we do not have. What we have instead is the rest of the building on the same calendar. See the Facilitron comparison.