Facility Rentals
Manage facility rentals and space bookings for community use. Create rentable facilities, accept bookings, collect payments, and track utilization.
The Facility Rentals module lets your organization rent out spaces — meeting rooms, event halls, sports courts, classrooms — to community members and outside groups. Manage availability, collect payments, and track utilization from a single dashboard.
How It Works
- Set up your facilities — define the spaces available for rent with photos, capacity, amenities, and pricing
- Share the public directory — organizations and community members browse available spaces and request bookings
- Approve or auto-confirm bookings — review requests and confirm availability
- Collect payment — Muin payment links are sent automatically after confirmation
- Track utilization — view occupancy rates, revenue, and booking history in reports
Setting Up Facilities
Navigate to Nonprofits → Facility Rentals → Facilities:
Adding a New Facility
- Click Add Facility
- Fill in the facility details:
- Name — e.g., “Main Hall”, “Conference Room B”, “Gymnasium”
- Description — what the space is, what it’s suitable for
- Capacity — maximum occupancy
- Amenities — AV equipment, parking, kitchen, accessibility features
- Upload photos (recommended: 3–5 photos showing the space setup)
- Set pricing:
- Hourly rate
- Half-day and full-day rates (optional)
- Member discount (optional — for registered members)
- Set availability:
- Default available hours (e.g., Mon–Fri 8 AM–10 PM)
- Blackout dates
- Save and Publish to make it visible in the public directory
Facility Statuses
| Status | Visible to public |
|---|---|
| Draft | No |
| Published | Yes |
| Unavailable | No (temporarily hidden) |
| Archived | No |
Bookings
Booking Requests
Incoming booking requests appear in Facility Rentals → Bookings. Each request shows:
- Requester name, contact, and organization
- Requested facility and dates/times
- Number of attendees
- Purpose / event description
- Any special requirements
Approving Bookings
- Open the booking request
- Review the details and check the calendar for conflicts
- Click Approve — the requester receives a confirmation email with a payment link
- Once payment is received, the booking status changes to Confirmed and appears on the calendar
Auto-Confirm
Enable Auto-Confirm on a facility to skip manual review — bookings that don’t conflict are confirmed automatically and a payment link is sent immediately.
Booking Statuses
| Status | Meaning |
|---|---|
| Pending | Request received, awaiting review |
| Approved | Approved, payment link sent |
| Confirmed | Payment received, fully confirmed |
| Cancelled | Cancelled by requester or admin |
| Completed | Rental period ended |
| No-Show | Scheduled but did not occur |
Calendar View
Facility Rentals → Calendar shows all bookings across all facilities in a monthly or weekly calendar view:
- Color-coded by facility
- Click any booking to see details and take action
- Filter by facility, status, or date range
- Export to iCal for external calendar sync
Payments
How Payments Work
When a booking is approved, Muin generates a payment link for the rental fee and emails it to the requester. Payment is handled through Muin’s standard payment system (Stripe).
Payment options for renters:
- Credit/debit card
- ACH bank transfer
- Apple Pay / Google Pay (on compatible devices)
Refunds and Cancellations
Define your cancellation policy in Settings → Facility Rentals:
- Full refund up to N days before the booking
- Partial refund (e.g., 50%) within N days
- No refund within N days
Muin applies the configured policy automatically when processing cancellation refund requests.
Public Directory
The public facility directory is accessible at your tenant’s public URL. Organizations and community members can:
- Browse available spaces with photos, amenities, and capacity
- Check availability for a specific date and time
- Submit a booking request (no account required)
Share the directory link on your website or social media to drive bookings.
Reporting
Navigate to Facility Rentals → Reports → Utilization for:
- Occupancy rate — percentage of available hours that were booked (by facility, by period)
- Revenue — rental income by facility and time period
- Booking volume — number of bookings, cancellations, and no-shows
- Top renters — organizations or individuals with the most bookings
Settings
Access facility rental settings at Settings → Facility Rentals:
- Cancellation policy — refund windows and percentages
- Booking lead time — minimum advance notice required
- Maximum booking length — cap how long a single booking can be
- Buffer time — gap between bookings for setup/cleanup
- Notification preferences — who receives new booking request alerts
Next Steps
- Fundraising — donor giving and payment collection
- Events and Distributions — event management alongside facility rentals
- Payment Pages — how rental payment links work