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Facility Management

Manage facility bookings, rate cards, calendar scheduling, availability checking, blackout dates, and utilization reporting in Muin.

Muin’s Facility Management module helps nonprofits manage spaces they rent out or reserve internally — fellowship halls, classrooms, gymnasiums, kitchens, parking lots, and outdoor areas. It handles the full booking lifecycle from inquiry through completion, with rate cards for tiered pricing, calendar-based availability checking, blackout dates, rental agreements, payment link generation, and damage reporting.

Facility Configuration

What is Facility Configuration?

Each bookable space in your organization is set up as a Facility Configuration. This defines the space’s name, type, capacity, amenities, rental policies, and whether it is available for external bookings.

How to Set Up a Facility

  1. Navigate to Nonprofit > Facilities
  2. Click Add Facility
  3. Enter the facility details:
    • Name (e.g., “Main Fellowship Hall”, “Classroom A”)
    • Facility Type (hall, classroom, gym, kitchen, outdoor, parking, multipurpose)
    • Location (building and room reference from your organization’s location directory)
    • Is Rentable flag (whether external parties can book this space)
    • Description and Amenities (chairs, tables, AV equipment, kitchen access, etc.)
    • Operating Hours (default open/close times)
    • Setup and Cleanup Time (buffer between bookings)
    • Deposit Required flag and deposit amount
    • Insurance Required for external renters
    • Maximum Occupancy from fire code
  4. Save the facility configuration

Searching and Filtering Facilities

Use the facility list filters to find spaces by:

  • Facility type
  • Rentable status (internal only vs. available for rental)
  • Name search

Facility Statistics

View the admin dashboard stats for an overview across all facilities:

  • Total bookings this month
  • Revenue from facility rentals
  • Utilization percentage
  • Upcoming bookings

Rate Cards

What are Rate Cards?

Rate Cards define pricing for a facility based on who is booking (member, non-member, nonprofit partner, commercial) and the type of event. Multiple rate cards per facility support tiered pricing.

How to Create a Rate Card

  1. Navigate to a facility’s detail page
  2. Click the Rate Cards tab
  3. Click Add Rate Card
  4. Configure the card:
    • Name (e.g., “Member Event Rate”, “Commercial Full Day”)
    • Renter Category (member, non-member, nonprofit, commercial)
    • Event Type (meeting, reception, wedding, conference, worship, etc.)
    • Hourly Rate and/or Daily Rate
    • Minimum Hours required per booking
    • Add-On Items (AV equipment, catering kitchen, parking, security, etc.) with per-item pricing
    • Weekend/Holiday Surcharge percentage
    • Effective Date range (for seasonal pricing)
  5. Save the rate card

Price Calculation

Before creating a booking, calculate the estimated cost:

  1. Open the facility detail
  2. Click Calculate Price
  3. Enter the event type, renter category, date, start time, end time, and any add-ons
  4. Muin returns a detailed price breakdown:
    • Base rate (hourly or daily)
    • Duration calculation
    • Add-on costs
    • Surcharges (weekend, holiday)
    • Subtotal, deposit required, and balance due

Bookings

What are Facility Bookings?

A Booking is a reservation of a facility for a specific date and time. Bookings follow a lifecycle from request through approval to completion, with built-in conflict detection and payment tracking.

How to Create a Booking

  1. Navigate to Nonprofit > Facility Bookings
  2. Click New Booking
  3. Enter the booking details:
    • Facility to reserve
    • Event Date, Start Time, and End Time
    • Event Type and Renter Category
    • Contact Person and contact information
    • Expected Attendance
    • Add-Ons requested (AV, kitchen, etc.)
    • Special Requirements or notes
  4. Muin checks availability and calculates the price
  5. Save the booking (status: Requested)

Booking Lifecycle

StatusDescription
RequestedBooking submitted, awaiting review
ApprovedReservation confirmed by facility manager
DeclinedBooking request denied (reason provided)
Contract SentRental agreement generated and sent for e-signature
ConfirmedContract signed and deposit received
CompletedEvent occurred and post-event inspection done
CancelledBooking cancelled (cancellation reason and fee tracked)

Approving or Declining a Booking

  1. Open the booking request
  2. Review the details, availability, and pricing
  3. Click Approve to confirm the reservation
  4. Or click Decline and provide a reason (e.g., date conflict, policy restriction)

Sending a Rental Agreement

After approval, generate a rental contract:

  1. Open the approved booking
  2. Click Send Contract
  3. Muin generates the rental agreement with all booking details and pricing
  4. The contract is sent to the renter for electronic signature
  5. Status updates to Contract Sent

Generate self-service payment links for renters:

  1. Open the booking
  2. Click Payment Link
  3. Choose link type:
    • Deposit payment link (for upfront security deposit)
    • Balance payment link (for remaining amount after deposit)
  4. Share the link with the renter
  5. Track payment status on the booking detail

Completing a Booking

After the event:

  1. Open the booking
  2. Click Complete
  3. Add post-event notes (condition of facility, any issues)
  4. The booking status moves to Completed

Reporting Damage

If damage occurred during the event:

  1. Open the completed booking
  2. Click Report Damage
  3. Enter a description of the damage
  4. Estimate the repair cost
  5. Attach photos as evidence
  6. The damage report is linked to the booking for insurance and billing purposes

Cancelling a Booking

  1. Open the booking
  2. Click Cancel
  3. Enter the cancellation reason
  4. A cancellation fee may apply based on your facility policies

Calendar and Availability

Calendar View

View all bookings for a facility on a calendar:

  1. Navigate to a facility’s detail page
  2. Click the Calendar tab
  3. Select a date range (week, month, or custom)
  4. See all bookings as blocks on the calendar with status color coding
  5. Click any booking to view its details

Checking Availability

Before creating a booking, check if the facility is free:

  1. Navigate to the facility detail
  2. Click Check Availability
  3. Enter the desired date, start time, and end time
  4. Muin returns:
    • Whether the slot is available
    • Any conflicting bookings
    • Blackout date conflicts
    • Operating hour constraints

Blackout Dates

What are Blackout Dates?

Blackout Dates block a facility from being booked for specific dates — holidays, maintenance periods, internal-only events, or any other reason.

Managing Blackout Dates

  1. Navigate to a facility’s detail page
  2. Click the Blackout Dates tab
  3. Click Add Blackout Date
  4. Enter the date, reason, and whether it applies to all-day or specific hours
  5. Save the blackout
  6. Future booking attempts on blackout dates will be blocked

To remove a blackout date, click Delete next to the entry.

Facility Settings

Module-Level Settings

Configure global settings for the facility rental module:

  1. Navigate to Facilities > Settings
  2. Configure options such as:
    • Default booking lead time (how far in advance bookings are required)
    • Cancellation policy and fee schedule
    • Insurance requirements and documentation
    • Auto-approval rules (e.g., auto-approve member bookings under 4 hours)
    • Email notification templates for booking confirmations and reminders
  3. Save settings

Tips & Best Practices

  • Set up rate cards before accepting bookings: Without rate cards, price calculations will not work for the facility
  • Use blackout dates proactively: Block holidays and maintenance windows at the start of each year
  • Require deposits for external bookings: Deposits protect against no-shows and last-minute cancellations
  • Check availability before confirming verbally: Always use the availability checker to avoid double-booking
  • Send contracts promptly: Generate and send the rental agreement right after approval while the renter is still engaged
  • Complete post-event inspections the same day: Report damage while evidence is fresh
  • Review utilization monthly: Low-utilization facilities may benefit from adjusted pricing or expanded marketing

Common Issues

ProblemSolution
Booking shows “not available” but calendar looks emptyCheck for blackout dates on that date. Also verify the requested time falls within operating hours.
Price calculation returns unexpected amountReview the rate card effective dates and renter category. Weekend/holiday surcharges may apply.
Contract not generatingEnsure the booking is in Approved status. Draft or Requested bookings cannot generate contracts.
Cannot delete a blackout dateOnly blackout dates that have not yet passed can be deleted. Historical blackouts are retained for audit.
Payment link not working for renterVerify the payment integration is configured in your organization settings. Check that the booking amount is above the payment processor minimum.
Double-booking occurredThis typically means a booking was created outside the system. Use the availability checker for all reservations. Muin enforces conflict detection on new bookings.
  • Volunteer Management — Book facilities for volunteer events
  • Distributions — Reserve spaces for distribution events
  • Fundraising — Facility rentals as a revenue source alongside fundraising
  • Grants — Track facility-related program expenses for grant reporting

Need Help?

If you have questions about facility management, contact your organization administrator or reach out to Muin support. For assistance with rate card setup or pricing strategies, consult with your finance team to align facility pricing with your organization’s revenue goals.