Facilitron

Scheduling and renting public spaces

School districts, colleges, municipalities and private owners use Facilitron, a facility management package with a rental marketplace attached, to schedule and hire out their fields, gyms, pools, auditoriums and meeting rooms. The vendor's argument is that pen and paper, spreadsheets and outdated software make reservations tedious and error-prone, and make real-time reporting close to impossible, especially for school districts and municipalities running many sites across a county or state.

Reservations from inside and outside

The core of the platform is its event scheduling and reservation system. Staff can add an internal event as easily as adding one to a Google or Outlook calendar, or, depending on their role, request a space that goes through an approval step. Calendars can also be subscribed to from a user's own calendar app. Outside groups use a public rental storefront that shows photos, amenities, equipment and requirements for each facility, with a live availability calendar that reduces double bookings. Renters can search, request a space, check out and pay.

Managing each booking

Every reservation has a detail record naming the renter, time slots, permits, insurance paperwork, payments made and every message exchanged. Changes are quick to make, and users are notified automatically when a request is approved or declined. Custom applications and checkout flows fit different facility policies, and invoicing is streamlined.

Maintenance and reporting

The platform also covers work dispatch and scheduling of facility services and maintenance, including preventive maintenance and work orders. Internal and external comments and history are kept with each record. Reporting and analytics let administrators track key performance indicators in real time, understand the true cost of running their buildings, and see how facilities are used. Staff can manage everything from anywhere through a centralized data control center, and the company also handles customer service, invoicing and payment processing for marketplace transactions.