Setting Up Facility Rentals

Facility rentals let your organization charge for use of gyms, fields, rooms, and other spaces. Before renters can book, an admin enables the facilities, defines who can rent and at what rate, sets a deposit, and chooses what renters sign. You manage all of this from the Rentals area of your settings.

Mark facilities as rentable

Rental rates and toggles live in the "Manage rental settings" modal. Open it and use the add button to pull a facility into your rentable list. Each facility you add appears as a row, with sub-facilities (individual courts, rooms, or fields) nested underneath and expandable.

Every row has a Rentable toggle:

• A facility (or sub-facility) is only bookable when it is both in your rentable list and toggled on.
• Toggling a row off keeps it in the list but greys it out so renters can't book it — useful for taking a space offline temporarily.
• Use the row's menu to open per-facility availability settings, or to remove the facility from the list entirely.

Set rental classes and rates

Rates are organized by organization type, called rental classes (for example, "Internal department," "Community non-profit," "Commercial"). Open the rate types settings to add, rename, reorder, or delete classes, and to mark a class as requiring insurance.

Each class becomes a column in the rate table. For every rentable facility, enter the hourly rate per class. Rates are entered in dollars and stored as cents; leaving a cell blank means no rate is set for that combination.

Set a default deposit

At the top of the modal, set the default deposit as a percentage of the total (0–100). This seeds the deposit on every new rental; an operator can override it per rental. If you leave it unset, rentals default to 50 percent.

Choose the use agreement

The agreement renters sign is configured separately, in the "Rental agreement" accordion on the Rentals settings tab. Toggle between two modes:

• Rules list — an inline, ordered set of rules renters agree to.
• Uploaded PDF — your own Facility Use Agreement document.

The toggle is lossless: switching modes keeps the other form on file, dormant, so whichever is active is what governs signing. Whatever a renter signs is frozen as a snapshot on that rental, so editing or replacing the institution agreement later never alters an already-signed one.

What renters see

Once a facility is in the list and toggled on, it becomes bookable on your public booking page at the rate matching the renter's class. When a rental is created it enters the agreement lifecycle (draft, sent, signed), the deposit is calculated from your default percentage, and the renter signs the active agreement before the booking is confirmed.