Spaces & Rentals is where you rent out the rooms you have. Meeting rooms, an event space, a photo studio or a podcast room go by the hour. Private offices, dedicated desks and virtual offices go by the month. The front desk logs the mail and packages it signs for. Bookings and memberships are billed through Invoicing, and every payment reaches Financial Management under Rental Income.
What it is
The app keeps three things in one place. The first is bookings: a room for a few hours on a given day, for a customer, at a price. The second is memberships: an office, a desk or a virtual office rented month after month, often with some free conference-room hours and a discount on extra bookings. The third is mail: the letters and packages that arrive for your members.
It works the same for a nonprofit and a business. A nonprofit might rent its community room to neighborhood groups and a classroom to a tutoring program. A coworking or executive-suites company rents offices, desks, virtual offices and meeting rooms every day.
The dashboard shows today's bookings, the requests waiting for your answer, what was booked this month, how many memberships are active and what they bring in each month, how much mail is waiting at the desk, and the bookings that have not been invoiced yet. If you rent offices or desks, it also shows how many are leased.
Where to find it
Open it from My Apps, or go straight to https://www.allinonenonprofit.com/spaces/. Every screen has its own address, so you can bookmark the one you use most. For example, https://www.allinonenonprofit.com/spaces/?page=schedule opens the schedule and https://www.allinonenonprofit.com/spaces/?page=mail opens the mail log.
Setting up your spaces
Start on Spaces and click Add a space. Give it a name, pick the kind, and fill in the rates. The kind decides how the space is rented:
| Kind | Rented | Rates you set |
|---|---|---|
| Meeting room | By the hour | Hourly, and optionally half day and full day |
| Event space | By the hour | Hourly, half day, full day |
| Photo studio | By the hour | Hourly, half day, full day |
| Podcast room | By the hour | Hourly, half day, full day |
| Other space | By the hour | Hourly, half day, full day |
| Private office | By the month | Monthly rate, and how many identical offices it stands for |
| Dedicated desk | By the month | Monthly rate, and how many desks you have |
| Virtual office | By the month | Monthly rate (a mailing address and mail handling, no room) |
Add a capacity, a short description and the amenities (a screen, a whiteboard, coffee) so people know what they are getting. Tick Bookable online on the rooms you want to offer on your booking page. Uncheck Active to take a space out of use without losing its history. Deleting a space that already has bookings or memberships archives it instead, so nothing on record disappears.
The schedule
Schedule shows every active hourly room side by side. The Day view runs in half hours from your opening time to your closing time. Requests show with a dashed amber outline, confirmed bookings in solid blue, and finished ones in gray. Click an empty half hour to start a booking for that room at that time; it fills in a one-hour slot that you can stretch. Click a booking to open it.
The Week view lists the bookings for each room on each day. Click a day to jump to it. Use Previous, Today and Next, or pick a date. On a phone the grid scrolls sideways inside its own box.
Taking a booking
Choose New booking (or click an empty spot on the schedule). Pick the room, the date, and the start and end times in half-hour steps. Start typing the customer's name and pick them from your Customers list; their company, email and phone fill in. Someone new is fine: type their name and they are added when you save.
Add how many people are coming, the purpose and any notes for the front desk. Leave the status on Confirmed, or choose Requested if you are holding the time but have not said yes. To book the same slot again and again, choose Every week or Every month and how many times in all.
Before you save you can tick Email a confirmation with a calendar invitation, Write the invoice now, and and send it. The open booking shows everything about it, with buttons to Confirm, Mark completed, mark a No-show, Cancel, Edit, and write the invoice. Canceling asks whether to tell the customer and lets you add a reason.
Bookings is the full list. Filter by status, by room or by dates (it starts at 30 days back through 90 days ahead), and search by customer or company.
How the price is worked out
As you fill in the form, the price panel works out the price and shows its steps:
- Hours times the hourly rate. A 2-hour meeting in a $40 room is $80.
- Capped by the half-day rate once a booking reaches four hours, and by the full-day rate once it reaches eight, when those rates are set. The panel shows which rate was used.
- A member's included hours come off first. If the customer has a membership with conference-room hours left this month, those hours are free. The panel says so, for example "2 hours included with the Lopez Law PLLC membership."
- Then the member discount is taken off what is left.
If you agreed a different price, tick Set the price myself and type it. The booking and its invoice use your number, and the booking is marked as priced by hand.
Conflicts and the cleanup buffer
The app will not let two bookings overlap in the same room. If the time you picked clashes, the price panel says so in red, for example "Already booked 9:00 AM to 11:00 AM for Lopez Law PLLC", and saving is refused until you move it. A canceled booking frees its time.
The cleanup buffer in Settings keeps a few minutes free after every booking for turning the room around. With a 15-minute buffer, a room booked until 11:00 AM can next be booked from 11:15 AM.
The online booking page
Turn on the booking page in Settings and you get a public link to share on your website, in your email signature or on a sign by the door. Visitors see the rooms you marked bookable online, pick a date and an open time, and send a request with their name, email and purpose. The page respects your open days and hours, the cleanup buffer, the shortest booking, how far ahead people can book, and the minimum notice.
By default your team confirms each request. New requests show on the dashboard under "Requests waiting for a yes", and an email goes to the address you chose. Click Confirm or Decline; the customer gets an email either way. If you would rather let open times book instantly, turn on Confirm online requests automatically.
Invoicing a booking
Bookings are billed through Invoicing at https://www.allinonenonprofit.com/invoicing/. On any booking without an invoice, click Write the invoice for a draft, or Write and send the invoice to email it right away. Once written, the booking shows the invoice's status (draft, sent, partly paid, paid or void) and an Open in Invoicing button. To invoice automatically, turn on Invoice a booking when it is confirmed in Settings.
With your own Stripe account connected on My Organization, every invoice has a Pay button. Without it, record checks and transfers on the invoice in Invoicing.
Memberships and leases
Memberships & Leases holds everyone renting by the month. Click Add a membership, choose the kind (private office, dedicated desk or virtual office), pick the space, and pick or type the customer. Set the start date, an end date if there is one, the monthly rate (it starts at the space's rate), any deposit, the conference-room hours included each month, the member discount on room bookings, and whether you handle their mail.
Tick Bill monthly through Invoicing and a recurring invoice is set up for the monthly rate. Tick Send each invoice automatically and each one is emailed on its date; leave it off and each one waits in Invoicing as a draft for you to check. The list shows the next invoice date for each member.
An office can be leased to one member at a time. If it is already taken for those dates, the app tells you. To finish a membership, click End and pick the last day; the monthly invoices stop after it.
Mail and packages
When something arrives, open Mail & Packages and click Log mail. Pick the member (members with mail handling are listed first) or type a name and email. Choose the kind (letter, package, certified mail or other), the carrier, who it is from and the date. Leave Email them that it arrived ticked and they hear about it right away.
The list starts on what is waiting. When the item leaves the desk, mark it Picked up, Forwarded, Scanned or Returned. Switch to All to see the history.
The calendar feed
At the bottom of Settings, under "Put your bookings on your calendar", is a private feed address. Add it to Google Calendar, Outlook or Apple Calendar as a calendar you subscribe to, and every booking appears there and stays up to date. Keep the address private: anyone who has it can see your bookings.
How the money reaches your books
Spaces & Rentals never writes to your books by itself. Money reaches Financial Management at https://www.allinonenonprofit.com/finances/ only through paid invoices: when a booking or membership invoice is paid, by card or by a payment you record, Invoicing books it as income under Rental Income (or the category you set) on the day the money arrives. A booking that is never invoiced, or an invoice that is never paid, adds nothing to your books.
Settings
| Setting | What it does |
|---|---|
| Online booking page | Turns the public page on or off, with its link, title and introduction. |
| Opens, closes and open days | The hours shown on the schedule and offered on the booking page. |
| Time zone | The time zone of your building. Every time in the app is in it. |
| Cleanup buffer | Minutes kept free after each booking. |
| Shortest booking | The least time someone can book online. |
| How far ahead | How many days ahead the booking page offers. |
| Minimum notice | How close to the start time someone can still book online. |
| Confirm online requests automatically | Off (the default): your team confirms each request. On: open times book instantly. |
| Invoice a booking when it is confirmed | Writes the invoice the moment a booking is confirmed. |
| Send new requests to | The email address told about each new online request. |
| Income category | Where paid booking invoices land in Financial Management. Rental Income unless you change it. |
| Terms | Your rules, shown on the booking page and in each confirmation. |
Your first week
- Add your spaces on Spaces, with their rates.
- In Settings, set your hours, open days, time zone and cleanup buffer, and write your terms.
- Enter the bookings you already have, so the schedule is complete.
- Add your current members on Memberships & Leases and turn on monthly billing.
- Turn on the online booking page, book a room on it yourself, and confirm the request from the dashboard.
- Add the calendar feed to your own calendar.
Questions people ask
Can two people book the same room at the same time?
No. The app checks every booking against the others in that room, plus the cleanup buffer, and refuses a clash with a message saying who already has the time. That goes for the online page too.
What happens to the invoice if a booking is canceled?
The invoice stays in Invoicing, because it may already be sent or paid. If nothing is owed, open it in Invoicing and void it. If there is a cancellation fee, leave it, or void it and write a new one for the fee. A booking with an invoice cannot be deleted, only canceled, so the record stays whole.
How do I end a membership?
On Memberships & Leases, click End next to the member and pick the last day. They keep the space through that day, their monthly invoices stop, and the office or desk shows as free after it.
We are a nonprofit renting our own rooms. Is that fine?
Yes. Many nonprofits rent a hall, a classroom or a meeting room to community groups. The rent is income, recorded under Rental Income when it is paid, apart from your donations. Ask your accountant whether any of it needs separate reporting.
Can I book a room for my own team without charging?
Yes. Tick Set the price myself, enter zero, and do not write an invoice. The room still shows as taken.
Access and privacy
Spaces & Rentals is scoped to your organization. Your team sees every booking, membership and mail entry; a view-only member can look but not change anything. The public booking page shows only the rooms you mark bookable online and which times are taken, never who booked them. The calendar feed address is private to you.
Looking for help beyond the platform?
See our Helpful Resources page for vetted external resources on legal and tax filing, funder research, governance training, insurance, technology discounts, and more.