Facility Management
Run the building day to day: the rentals calendar, availability and double-booking checks that stop two groups being booked in the same room at the same time, blackout dates, waitlists, equipment, work orders, safety records and the six rental reports.
Once your spaces are listed and bookings are coming in, this is the side of the module that keeps the building running: who is in which room when, which days are closed, what is broken, and what the whole thing earned.
When you’d use this
- Two groups want the same Saturday and you need to see what is already in the room.
- Ramadan is coming and the hall is committed to your own programming for a month.
- Someone reports a broken air conditioner in Classroom B and it needs to reach whoever fixes it.
- An insurer or a reviewer asks for your occupancy certificate, your emergency plan and your drill records.
- The board asks what the building earned last year, and which spaces sat empty.
Setting up spaces, pricing them and moving a booking through its stages are covered in Rent Out a Room or Hall.
The tab strip
Open Facility Rentals from the sidebar. Everything below is a tab across the top of that page:
| Tab | What it is for |
|---|---|
| Overview | The module’s dashboard |
| Bookings | Every booking, and where each one stands |
| Spaces | The rentable spaces, their rates, blackout dates, waitlist and equipment |
| Calendar | Every booking on one grid |
| Public listing | What an outsider sees, plus the availability checker |
| How busy | Space utilization |
| Revenue | Space revenue |
| Rent mix | How much of your rent income is equipment rather than the room |
| Past Events | How the season actually went |
| Idle time | Where the buildings are idle, and what that is worth |
| Audit check | What a reviewer would ask for, and what is missing |
| Work orders | Repairs and preventive work |
| Safety records | Certificates, plans, drills, keys and cards |
| Requests | Booking requests that came in through your public form |
| Settings | Facility Rental Settings |
Calendar and availability
Open the Calendar tab for every booking across every space on one grid. Click a booking to open it.
Muin checks a space against both facility bookings and calendar events, and it blocks in both directions, so a room committed to one of your own events cannot also be rented out. That check runs when a booking is created or moved, which is what stops a double booking rather than reporting one afterwards.
To check a slot without creating anything, open the Public listing tab and use the availability checker: pick the space, the date and the start and end time, and it tells you whether the slot is free.
Blackout dates
Blackout dates close a space for a period: holidays, maintenance, Ramadan, or any other reason. How completely it closes is up to you.
| Blackout type | What it blocks |
|---|---|
| Full | Every booking, internal and external |
| External only | Outside renters only. Your own programming and your members can still book, which is the shape you want when the hall is committed to your own season but staff still need it |
| Reduced hours | A slice of each day, given as a start and end time. Bookings wholly outside that window are still accepted |
To add one:
- Open Facility Rentals → Spaces and open the space.
- Open the Blackout Dates tab and add a blackout date.
- Enter the dates and the reason, choose the blackout type, and for Reduced hours give the start and end of the closed window.
- Save. Booking attempts inside the blackout are refused according to its type.
Leave the space empty to apply the blackout across every space you rent.
Waitlist
When the date someone wanted is taken, put them on that space’s waitlist rather than losing the enquiry. The Waitlist tab on a space holds who is waiting and for what, so you have somewhere to go when a booking cancels.
Equipment and work orders
The Assets tab on a space holds the equipment in that space, so a breakdown has somewhere to go. Give an asset a name you would recognize on a hook or a wall, and set its service interval in months so a due date can raise the work order for you.
The Work orders tab is the queue of work raised from damage reports, inspections and preventive schedules. A work order moves in three steps:
- It is raised: from a damage report on a completed booking, from an inspection, or because a preventive schedule came due.
- It is assigned or dispatched: to staff, or out to a contractor.
- It is closed with what was done: the write-up is required, because a work order closed with no write-up cannot answer later what was actually fixed.
Filter the queue by space, by asset, by status, or by Nobody yet to see what has not been picked up.
One thing to know: closing a preventive work order does not reschedule the obligation it came from. Record the completion on the recurring register (Inspections, under Compliance) to move its next due date.
Safety records
The Safety records tab holds the four things a reviewer always asks for: the occupancy certificate, the emergency plan, drill records, and keys and cards.
For keys and cards, record who physically has each one right now, and what it would cost to replace today. Blank and zero are different answers there: leave it blank if nobody has costed it.
You can revoke a single credential, or revoke every issued door and alarm code for a building at once. Either way the revocation goes on the record with your reason, and you then issue new codes to whoever still needs access. A key recorded as lost may still be out there, so decide whether the building needs re-keying.
The six reports
| Report | The question it answers |
|---|---|
| How busy (Space Utilization) | What share of your available hours was actually booked, by space and period |
| Revenue (Space Revenue) | What each space earned, by period |
| Rent mix | How much of the rent was equipment rather than the room, which is the figure the IRS personal-property lines are drawn on |
| Past Events | How last season actually went, rather than what is booked ahead |
| Idle time | Where the buildings are idle and what that idleness is worth |
| Audit check | A scored read of what a reviewer would ask for, and what is missing |
How busy, Revenue and Rent mix read your bookings directly. Idle time and Audit check are produced by the facility agents, so turn those on and add your permits and inspections before the first run, or the pages have nothing to score.
What it affects
- A blackout date changes what the booking form and the availability checker will accept, straight away.
- A damage report on a completed booking raises a work order.
- Revoking access codes deactivates every issued door and alarm code for that building immediately.
- The reports all read from the same bookings, so a price change or a cancellation moves the numbers on all of them.
- Confirmed bookings appear on the unified Calendar alongside events, and close that space’s availability for events too.
When it goes wrong
A booking is refused but the calendar looks empty. Check the space’s Blackout Dates tab for the day, and check its setup and teardown times: those extend each booking either side, so a slot that looks free can still overlap. A calendar event on the same space blocks it too, and events do not appear in the bookings list.
The “Idle time” or “Audit check” page is empty. The facility agents have not run. Turn them on, add your site’s permits and inspections, then run the first audit.
Due dates are unknown on the work orders page. The recurring register is read over the compliance inspections permission. Open Inspections under Compliance, or ask an administrator for access to the register. This is a refusal, not an empty register.
You cannot close a work order. Write what was done first. The resolution is required.
A space does not appear on the public listing. The listing shows spaces marked Available for Rental. Turn that on in the space’s own record.
Next step
- Rent Out a Room or Hall: spaces, rate cards, booking stages, deposits and who approves.
- Events and RSVPs: your own events in the same spaces, on the same availability check.
- Volunteer Management: staffing a rental or a set-up crew.