Every Facility Rental and Campus Project, With Its Dates and Who's Cleared to Be There
The league in the gym this winter, the swim camp in the natatorium in July, the contractors renovating the science wing over summer break. Give each one its dates and the people on it, and the business office knows who is covered before anyone is on campus.
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Rentals & Projects
Status · Dates
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Non-Compliant
Winter Season — Main Gym
Nov 1, 2026 – Mar 14, 2027 · 2 vendors
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Compliant
Summer Aquatics Camp — Natatorium
Jun 15 – Aug 7, 2026 · 1 vendors
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Compliant
Summer Break — Science Wing Renovation
Jun 8 – Aug 21, 2026 · 4 vendors
Winter Season — Main Gym
-
Northside Youth Basketball League Non-Compliant
Why? Hold Harmless Agreement is required and not on file
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Eastside Volleyball Club Compliant
The school year, rental by rental
Outside use of the campus comes in seasons and events; campus work comes in summer projects. Each is a piece of work with dates and people on it.
Add the rental or the project
The facility and the season — "Winter Season — Main Gym" — with the first and last date in the facility use agreement. A one-day event gets the same date as its start and end.
Put the renters or contractors on it
The two leagues sharing the gym, the camp operator, the general contractor and trades on the summer renovation. A league back every winter is one record, with every season it has rented listed on its page.
Check it before the first practice
Every rental is Compliant, Non-Compliant or has nobody on it yet. Open one to see who is short and why — the missing hold harmless, the certificate that does not cover the whole season.
Rename projects to Rentals or Events, and contractors to Vendors, on the Appearance tab in Settings.
A season that outlasts the policy
A league's certificate collected for a November start often renews in January, mid-season. The rental keeps running whether or not anyone noticed the new policy never arrived.
Renewals inside the rental
The compliance calendar shows every renter's and vendor's certificate renewal by month. Read it against the season's dates and the certificates that lapse before the last game are the ones to ask for now — and on Starter and up, subscribe it next to the school's event calendar.
The season ends, the rental drops off
When the end date passes, the rental's requirements stop counting on the renter and it leaves the Action Queue — so a league that finished in March is not flagged all summer.
Each facility use agreement's terms, on its rental
The pool asks more than a classroom. Put the agreement's minimums and documents — a higher general liability limit, a hold harmless agreement, the endorsement naming the school — on the rental, and the renter is held to them on top of the school's standard. Facility use requirements for private schools.
On the rental
Each renter graded against that agreement's terms, with the missing piece named.
On the renter's badge
Short on one rental means red on the roster, with the rental named under Why?.
In the Action Queue
A section per rental for what its agreement asks over the school's standard.
A record for the head of school, the board and the insurer
Export a rental's or a project's report — a dated PDF with its dates and everyone on it — for the finance committee, or for the school's insurer when they ask about outside use of the campus. The Excel version of every rental in one file is for the business office. About compliance reports.
Project tracking in other industries
General contractors
Subs by job
Which subs are on which job, from mobilization to closeout, and who is cleared on each.
Property managers
Vendors by property
The vendors servicing each property in the portfolio, and a report for each owner.
HOA & community associations
Vendor oversight
Every vendor contract with its term, each association's vendors, and proof they stay covered.
How grouping works in every industry — dates, assigned contractors, status per project and reports: project-based contractor management.
Simple, transparent pricing
Rentals and campus projects are on Starter and up; their reports and unlimited users for the business office, facilities and athletics are on Pro. Start with a 30-day free trial.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Magic link onboarding — documents arrive through an upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited vendors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the vendor
- ✓Projects & job sites — group vendors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓QuickBooks & integrations — QuickBooks Online, the API, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
How do we track facility rentals?
Can we track summer construction on campus the same way?
What happens when a rental season ends?
Can a rental require more than the school's standard?
Can we report to the head of school or the board?
Who at the school can use it?
Know who is cleared before they are on campus
Rentals and campus projects with their dates, and a status for everyone on them.
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