School facility rental software for districts.
Take facility use requests online, collect the certificate of insurance with the request, price each group by classification and bill the custodial time — without a paper form or a shared spreadsheet anywhere in the process. We do the setup with you.
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USE-318Sep 14, 26PendingRiverside Youth BasketballHigh school gym · Youth nonprofitOct 6, 266 PM–8 PM
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USE-317Sep 12, 26ApprovedScout Troop 214Middle school cafeteria · Youth nonprofitOct 1, 26Weekly · Oct 1 – Dec 17
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USE-316Sep 11, 26No COISummit Soccer CampsAthletic field 2 · CommercialOct 10, 269 AM–3 PM
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USE-315Sep 9, 26ApprovedLincoln Elementary PTOMedia center · District affiliatedSep 29, 267 PM–8:30 PM
The facility use request, without the paper.
Most districts still run this on a PDF that gets printed, signed, scanned and emailed to somebody who retypes it into a calendar. Put the form online and the group fills it in against live availability — so the request that lands is for a space that was actually free.
- A separate request form per building, or one form covering the district
- Your own questions on the form — head count, setup, equipment, supervision
- Recurring requests for a whole season, booked in one pass
- The group sees its own request history and can ask for the same slot again
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1
Request submittedBy the group · Sep 14, 4:42 PM
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2
Insurance verifiedFacilities office · Sep 15, 9:10 AM
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3
ApprovedBuilding principal · Sep 15, 11:26 AM
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4
Confirmed & invoicedAutomatic · Sep 15, 11:26 AM
Insurance on file before anyone gets a key.
A certificate of insurance chased by email after the fact is the part that goes wrong. Ask for it on the request form instead: the document arrives attached to the booking, and a request without one is visible at a glance rather than discovered in August.
- COI uploaded with the request and stored against the booking
- Filter the list for requests still missing a document
- Approvals routed per building, with the facilities office over the top
- Every approval and decline stamped with a name and a time
Your fee schedule, applied automatically.
Board policy already says what a booster club pays for the gym and what a commercial camp pays for the same two hours. Put each classification in once, with its own rate per space, and the quote comes out right whoever is asking — including the custodial time a Saturday rental adds.
- District, youth nonprofit, community and commercial tiers
- A different rate per space — gym, auditorium, cafeteria, field, classroom
- Custodial, kitchen and technician time added hourly or as a flat charge
- A private rate for one group where the district has agreed one
| Classification | Rate |
|---|---|
District affiliated Schools, PTO, booster clubs |
No charge |
Youth nonprofit Tier B |
$25 |
Community nonprofit Tier C |
$45 |
Commercial Tier D |
$90 |
- Monday – Friday6 PM – 9:30 PM
- Saturday8 AM – 6 PM
- SundayClosed
- Fall in-service dayClosed
- Thanksgiving breakClosed
- State testing weekClosed
The school day comes first.
Outside groups only ever see the hours you release. Set them per space, close the dates the building is not available, and a request for a testing week or an in-service day simply cannot be made — so nobody has to decline it later.
- Release hours per space, per day of the week
- Close whole dates for breaks, testing, in-service days and athletics
- Buffer time between bookings for setup and breakdown
- A printed weekly schedule for the custodian who opens the building
Billing that matches the business office.
Invoices are raised the moment a request is approved, carry a PO number where the group needs one, and can be paid online by card or ACH. A whole season of weekly league bookings bills in one run.
Raised on approval, with your own numbering and the rate the classification earned.
Carry a PO number onto every invoice for the groups whose finance office requires one.
Groups pay from a link on the invoice through Stripe, Square, SumUp or PayPal — no account needed.
Generate a month or a season of league invoices in a single bulk run.
Records a district can stand behind.
Every building runs its own spaces, the facilities office sees all of them, and the trail of who approved what is kept without anyone maintaining it.
A principal or secretary works only in their own building; the facilities office oversees every site from one login.
Every request, approval, decline, invoice and refund recorded with the person and the time, and searchable afterwards.
Hours by building, space and classification, and the revenue each earned — exportable for the board packet.
Frequently asked questions
Can outside groups submit a facility use request online?
Yes. Each building and space has its own request form, and the group picks the date and time against live availability rather than guessing from a printed calendar. The request arrives with the insurance document, the group's classification and any setup notes already attached, so nobody has to chase them afterwards.
Can we collect a certificate of insurance from every renter?
Yes. Add a file upload to the request form and the group attaches its COI when it asks for the space. The document stays on the booking, and staff can filter the list for requests that are still missing one before anything is approved.
Can we charge different rates for district, nonprofit and commercial groups?
Yes. Put each group into a classification — district and school-affiliated, youth nonprofit, community nonprofit, commercial — and give each one its own rate per space. A booster club and a for-profit camp booking the same gym are quoted their own rate automatically.
Can we add custodial charges to a rental outside building hours?
Yes. Custodial time, kitchen staff, technicians and equipment are all priced as add-ons and attach to the booking, hourly or as a flat charge. A Saturday rental that needs a custodian on overtime shows the charge on the quote before the group confirms it, not as a surprise on the invoice.
Can we block out the school calendar so nothing is booked during the school day?
Yes. Set the hours each space is available to outside groups, then close whole dates for in-service days, testing weeks, breaks and athletics. Blocked dates never appear as available, so a group cannot request a space the building was never going to release.
Does it route approvals through the building principal?
Yes. Each building has its own staff with access to its own spaces, so a request goes to the people who run that building and the facilities office sees every building at once. Every approval, decline and change is recorded against the booking with who did it and when.
Can you invoice renters and take purchase orders?
Yes. Invoices are raised automatically when a request is approved, carry a PO number where the group needs one, and can be paid online by card or ACH. A season of weekly league bookings bills in a single run rather than one invoice at a time.
Is there a free trial?
Yes — 30 days, with no card required. We set the system up with you first: your buildings, spaces, classifications, rates and blackout dates, so you are not starting from a blank page.
Ready to move facility use requests online?
30 days free. No card required. We set up your buildings, spaces, classifications and fee schedule with you, so the first request lands on a system that already matches board policy.
Related pages
Gyms, courts and fields taking league and drop-in reservations online.
Ball fields, shelters and courts reserved and paid for online by residents.
Every building from one login, with per-site access and district-wide reporting.