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.
30-day free trial · No credit card required
Rentals & Projects
Status · Dates
-
Non-Compliant
Winter Season — Main Gym
Nov 1, 2026 – Mar 14, 2027 · 2 vendors
-
Compliant
Summer Aquatics Camp — Natatorium
Jun 15 – Aug 7, 2026 · 1 vendors
-
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
-
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, 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, campus projects and their reports are on Pro, with unlimited users for the business office, facilities and athletics. Start with a 30-day free trial.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
- ✓Any other document, filed by category — contracts, financials, licensing, insurance
- ✓License tracking in all 50 states, plus automated daily state-database verification
- ✓Magic link uploads — your subs send documents without an account
- ✓Expiration tracking across every license, certificate and W-9
- ✓Weekly compliance digest by email
- ✓Timestamped audit trail
Starter
Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.
- ✓Everything in Free
- ✓Unlimited vendors — no 25-record ceiling
- ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
- ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Invite a second user to your account
Pro
Multiple job sites or properties, with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
- ✓Projects — group subs by job or property, with per-project coverage requirements
- ✓Unlimited users & team roles
- ✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
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.
Start free trial — Pro planNo credit card required
Explore More
Private School Compliance
COIs, W-9s and hold harmless agreements for campus vendors and renters
Vendor & Facility Use Rules for Schools
Campus vendor minimums and per-rental facility use requirements
Project Management
Group vendors by project or job
Compliance Calendar
See every COI and license expiration on a 12-month calendar
Compliance Status & Reports
Every contractor red or green at a glance, and dated PDF and Excel reports
Certificate Holder vs. Additional Insured
The endorsement distinction that decides who's protected in a claim
Contractor Onboarding Software
Onboard subcontractors without the back-and-forth
Plans & Pricing
View plans and start your free trial