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Space Rentals: Managing Spaces & Agreements | Space Rentals | Crafted Call
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Space Rentals: Managing Spaces & Agreements
Manage your gallery, studio, or shared spaces with automated lease agreements, rent collection, and space tracking.
Feature availability: Space rental tools are available only when the rentals module is enabled for your organization. If you do not see rental menus, contact support before promising this workflow to your team.
Adding Rental Spaces
To add a new rental space:
Go to Rentals > Spaces
Click Add Space
Enter space details:
Name : e.g., "Main Gallery", "Studio B", "Project Room"Type : Select space type (Gallery, Studio, Office, Event Space, etc.)Address : Full locationSquare footage : Total area (for rent calculations)Monthly rent : Base monthly cost to the occupant
Add photos:
Click Upload Photos
Add 3–5 high-quality images (space layout, lighting, finishes)
Drag to reorder (first image is the thumbnail)
Add space details (optional but recommended):
Ceiling height
Lighting type (natural, track, etc.)
Amenities (storage, kitchen, bathroom, etc.)
Parking availability
Access hours
Set status: Available , Occupied , or Under Maintenance
Click Create Space
Your space is now listed and ready to be assigned to an occupant.
Space Details & Photos
High-quality space listings help attract the right tenants.
Photo best practices:
Show the space empty (allows occupants to visualize their use)
Include wide shots and detail shots
Show natural light, finishes, and key features
Use consistent lighting and angles
Detailed descriptions boost interest:
Instead of "Gallery space," write:
"Bright, modern 800 sq ft gallery with north-facing windows, track lighting, and polished concrete floors. Perfect for established artists or small sculpture shows."
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Creating Lease Agreements Once you've assigned an occupant to a space, you'll create a lease agreement.
To create a lease agreement:
Navigate to Rentals > [Space Name]
Click Add Occupant
Select or add the occupant (renter's details)
Choose lease type:
Fixed-term lease : 6 months, 1 year, 2 years, customMonth-to-month : No fixed end date (more flexible)
Set lease terms:
Start date : When occupancy beginsEnd date (if fixed-term): When lease expiresMonthly rent : Confirm or override space defaultDeposit amount : Security deposit (typically 1 month's rent)
Add lease notes (optional):
Utilities included/excluded
Pet policy
Special terms or conditions
Click Create Lease
The lease is automatically generated as a PDF and sent to the occupant for signature.
Fixed-Term vs. Month-to-Month Choose the structure that fits your rental model.
Duration : 6 months, 1 year, 2 years (or custom)Predictability : Occupant committed; you have stable revenueExpiration : Clear end date; plan renewal 60 days priorBest for : Established tenants or longer commitments
Duration : Renews automatically every monthFlexibility : Either party can end with 30-day noticeBest for : Temporary tenants or trial periodsNote : Rent must be specified as a monthly amount
Tip: Start new occupants on month-to-month for 3 months, then convert to annual if relationship is strong.
Auto-Conversion to Month-to-Month Fixed-term leases automatically convert if no action is taken at expiration.
60 days before lease expires, you receive a reminder
System counts down to expiration date
On expiration date:
If you click Renew , create a new fixed-term lease
If no action is taken, lease converts to month-to-month
Rent and terms carry over
To prevent auto-conversion:
Open the expiring lease
Click Do Not Renew
Set a move-out date (typically end of current month)
Notify the occupant 30 days in advance
This gives you control over when tenancies end.
Expiration Alerts Stay on top of lease management with automatic alerts.
60 days before expiration : "Lease expiring soon — decide to renew or end"30 days before expiration : "Lease ending in 30 days — confirm final walkthrough"On expiration date : "Lease has expired — verify move-out or confirm conversion" Configure alert recipients in Settings > Notifications :
Send to you (organization admin)
Send to the occupant
Send to both
These reminders ensure no lease quietly continues or expires without action.
Viewing & Managing Leases To view all active leases:
Go to Rentals > Leases
Filter by:
Status (Active, Expiring, Expired)
Space name
Occupant name
Click a lease to:
View full agreement and terms
Download PDF copy
Extend the lease
End the lease early
Manage charges and payments (covered in next article)
Lease PDF & Customization Leases are generated as professional PDFs with your branding.
To customize lease template:
Go to Settings > Lease Template
Edit standard clauses:
Payment terms (due date, late fees)
Utilities included/excluded
Maintenance responsibilities
Termination notice period
Guest and pet policies
Add custom clauses specific to your organization
Save template
All future leases will use your custom template.
Email PDF to occupant
Print for in-person signing
Request digital signature (if available in your plan)
Best Practices
Clear lease terms : Ambiguity causes disputes. Define everything upfront.Set realistic rent : Research comparable spaces in your areaRequire deposits : Security deposits (1 month's rent) protect against damageMonthly inspections : Stay on top of property conditionEarly renewal planning : Start renewal conversations 90 days before expirationAutomate payments : Set up autopay for rent and fees (covered in Occupant Billing article)Keep records : Store signed leases and all correspondence
Troubleshooting How do I extend a lease before it expires?
Open the lease
Click Extend Lease
Choose new end date
Save (new PDF is generated)
Can I change rent mid-lease?
No, rent is fixed for the lease term
At renewal, you can propose new terms
If occupant refuses, lease expires and space becomes available
What if an occupant wants to break the lease early?
Open the lease
Click End Lease Early
Set move-out date
Manage final charges (cleaning, damages, etc.)
Process final refund of deposits
How is the lease expiration date determined?
Fixed-term: You set it on creation (e.g., 1 year from start date)
Month-to-month: Renews on the same day each month
