Renters

A renter is the organization or person who rents from you. Bookings, invoices, payments, documents, and portal logins all hang off the renter record — it is the backbone of the Rentals side.

The renter list

A searchable, filterable table of everyone on your roster.

Filter by name or organization, type, status, tags, recurring versus non-recurring, whether they have portal access, upcoming bookings, and outstanding balance.

Row actions take you straight into the common next step: view the profile, start a new booking pre-filled with this renter, or create an invoice.

Bulk actions on a filtered selection: apply a tag, send a mass email, export to CSV.

Filter, then act

The mass email and tag actions apply to whatever your filters produced. "Every recurring renter with a booking next quarter" is a filter, not a list you maintain by hand.

Creating a renter

Classification

Field	Options	Why it matters
Type	Individual, organization, government, nonprofit	Drives which fields matter and shows up in reports
Renter type	Recurring, non-recurring	The 4-H club that books every year versus a one-off wedding. Recurring renters can be billed monthly — see Monthly Renters.
Status	Inquiry, active, inactive, blocked, pending	Blocked keeps them from booking without deleting their history
Tags	Free-form	Your own segments — "weddings", "nonprofit rate", "needs COI"
Source	Where they came from	Feeds pipeline reporting

Contact and billing

Primary contact name, email, and phone; organization name; a default event name if they always run the same thing; and the billing address used on invoices and merged into agreements.

The renter profile

Six tabs.

Overview

• Identity card — type, status, tags, contacts, billing address
• Portal access — whether they have a login, with actions to invite, resend, or reset. See Renter Portal.
• Stat tiles — lifetime revenue, open balance, booking count
• Pinned notes — anything the team needs to see every time this renter comes up

Pin the thing everyone forgets

"Always invoice the county, never the club directly." Pin it and it is on the screen instead of in somebody's memory.

Agreements

Annual agreements for renters you bill monthly rather than per event: the term, how many signatures are in, the security deposit, and what they owe. Empty for most renters; the whole story for the ones who are in every week.

Opening one goes to the agreement's own page, where the contract is prepared and the monthly invoice is generated. See Monthly Renters.

Bookings

Every booking for this renter with status chips and date ranges. New booking here starts pre-filled.

Payments

Three things live here: the cards on file, the running totals (paid to date, open balance, card surcharge collected), and every payment across all their invoices — amount, method, type, status, and fee breakdown.

Cards on file

A saved card lets you take money without the renter present: a monthly invoice, a security deposit, a damage bill.

Add card collects the card in the browser and hands it straight to Stripe. The card number never reaches this server — only the brand, last four, and expiry are stored, alongside a token that authorises future charges on your connected account.

• One card is the default, and that is the one a charge-on-file uses. Make default switches it.
• An expired card is labelled and never offered for a charge.
• Removing a card detaches it at Stripe as well. If you remove the default and others remain, the next one is promoted automatically.

A renter can also save a card themselves by ticking the box when they pay a rental agreement deposit.

You are charging someone who is not there

A card on file is a standing authorisation. Make sure your agreement wording says you may charge it, and tell the renter before the first automatic charge rather than after.

Documents

Their files: certificates of insurance, permits, licenses, signed contracts, anything else. Each carries a type, an expiration date, an approval state, and who uploaded it — staff, or the renter through their portal.

Two actions matter here:

• Upload — you add a file you received
• Request document — creates a task the renter can satisfy from their portal, so the file arrives with the right label already on it

See Documents for expiry tracking and approval.

Activity

The full audit trail: field changes, emails sent, portal logins, signatures, payments. Read-only.

Portal contacts

A renter can have several named logins. The club president signs the contract and the treasurer pays the invoice — each gets their own login under the same renter, with their own email, phone, and password.

One contact is marked primary. Add contacts from the Overview tab, or let the renter manage their own from inside the portal.

Notes

Two kinds, both on the record:

• The quick notes field on the renter itself — a scratchpad
• Threaded notes with authors and timestamps, which can be pinned to the Overview

Mass email

From the renter list, filter to the segment you want and send. The email uses your branded template and merge tags, and every send is logged — you can see afterwards exactly who received what.

Stripe customers

The first time a renter saves a payment method or pays online, they become a customer on your rentals Stripe connection. That is what makes saved cards and bank accounts possible, and what a card hold for a security deposit is charged against.