Rooms, gyms, fields, pavilions, projectors, folding chairs. Real-time online availability for renters; conflict detection with programs and other rentals; deposits, balances, and damage flags tracked through one ledger.
What it does
Real-time availability
Public-facing availability calendar shows every rentable space with its current bookings. Renters pick a slot, fill in their requirements (table count, AV needs, accessibility), and submit a request — all without calling the office. Approved bookings confirm instantly; held requests notify your coordinator.
Conflict detection
When a renter requests a space that's already booked — by another rental, by a program, by a recurring class, by a one-time event — the system blocks the request before it ships. Your coordinator sees a clean calendar; the renter never gets a confirmation they'd have to walk back.
Deposits & balances
Renters pay a deposit at booking, the balance before the event, and any damage charges after. All three flow through the same ledger as program fees and dues — no separate spreadsheet, no "who paid what" question on Monday morning.
Equipment rentals
Equipment lives alongside rooms in the same calendar. The wedding party books the community room AND 60 chairs AND the sound system in one request. Conflicts checked across the room booking and the equipment availability. Equipment damage and loss tracked on each rental.
A workflow walkthrough
From the initial inquiry through the event day and the security-deposit return. Six steps, one ledger.
Tuesday, 12:30 PM — The wedding party calls. A renter inquires about Saturday afternoon. The coordinator opens the calendar from the call, sees an open 4–9 PM slot in Community Room A, holds the slot for 24 hours, sends a quote.
Wednesday morning — Deposit lands. The renter clicks the link in the quote email, fills in the contract details (guest count, vendors, certificate of insurance), pays the 50% deposit. The hold converts to a confirmed booking; the calendar locks the room and the chairs they reserved.
Friday, 11:00 AM — Balance due reminder. The system auto-emails the renter 24 hours before the event with the remaining balance and a payment link. Most renters pay before they pack the car for Saturday morning.
Saturday, 9:30 PM — Event ends. Post-event walk-through: one folding chair has a broken arm. Coordinator photographs it, flags a $40 damage charge, releases the rest of the deposit. The renter sees the itemized breakdown by Sunday morning.
Monday — Deposit return processed. The remaining deposit refunds to the renter's card; the $40 damage charge stays in the ledger. The Community Room is on the maintenance log for the broken chair repair. Calendar shows the slot as available again from the next morning.
Questions, answered
Set up your workspace this morning. Configure your spaces this afternoon. Let your first weekend renter book themselves online — and watch your phone stop ringing.
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