Every rental, from first request to final invoice.
theSched gives your venue one place to take outside rentals from the first request to a paid, closed-out invoice. No more forms, email threads and spreadsheets to keep in step.
Renters join free, by your invite or your venue's portal link.
- Venue staff
- Renters
- Any browser
Stop booking the building from five different places
The request comes in on a form, the dates live in a spreadsheet, the contract goes out as a PDF, the certificate sits in someone's inbox and the deposit is a check in a drawer. theSched keeps every rental in one portal that staff and renters share.
One portal per venue. One record per rental.
- Requests with every day, room, crew and piece of equipment, and a live estimate as renters fill it in
- Holds and conflict checks on every space and day, turned into confirmed bookings
- Numbered estimates and offers priced from your rate card, by rental class
- Agreements, insurance and a checklist with reminders until each item is done
- Deposit, balance and invoices with payments recorded and receipts emailed
From the first email to the final invoice
Each rental moves through the same steps, so nothing depends on who happened to answer the phone.
Request
Renters join by your invite or your portal link, list every day they need, and see a live estimate from your fee schedule.
Offer
Holds and conflicts are checked for you. Review the estimate, adjust any line and send a numbered offer.
Paperwork
Agreements to sign, a deposit invoice, insurance and forms, with reminders until each one is done.
Show and settle Next
Advancing, labor calls and day-of sheets, then a final invoice built from what actually happened.
Built for the people on both sides of the booking
For venue staff
Your rate card, by class
Spaces, equipment, labor and fees priced per rental class, with staffing rules and overtime applied the same way every time.
Estimates and invoices that number themselves
Estimates, retainer invoices and invoices on your own numbering, with an expiry date and a customer reference.
Everything waiting, on one screen
New requests, offers out, changes asked for, certificates to review and invoices by age, in your fiscal year.
Staff with the right access
Invite managers, technicians and finance by email, each seeing what their role needs.
For renters
Know the cost before you ask
The estimate updates as you add days, rooms and crew, instead of arriving five days later.
Answer the offer in one place
Accept it, ask for changes or decline, right from the rental. Your holds stay in place while you decide.
One list of what's still needed
Deposit, agreement, insurance and balance, each with a due date and a reminder before it's late.
Ready for next season
Your organization, contacts and past rentals are saved for the next request.
Do renters need an account?
Yes, a free one. You send an invite by email, or share your venue's portal link if you take requests from anyone. Renters only ever see the venues they've joined.
Can we use our own fee schedule?
Yes. Set up your spaces, equipment, labor and fees with a price for each rental class. Every estimate and offer is priced from that rate card, and you can download and upload the prices as a spreadsheet.
How does it stop double bookings?
A submitted request places tentative holds on every space and day, and conflicts are flagged before you send an offer. Once a rental is confirmed its holds become bookings, and two confirmed bookings can never share a space at the same time.
How do signatures and insurance work?
Agreements go out for e-signature from the rental, and signed copies come back on their own. Renters upload their insurance certificate, and a manager checks the coverage and dates before marking it verified.
Does theSched take card payments?
Not yet. Your staff record each payment as it arrives, by check, purchase order or district transfer, and the renter gets an emailed receipt.
Who can see what?
Renters see their own rentals and invoices. When their dates conflict with another booking they're told a conflict exists, not whose it is. Access is enforced by the database itself, not just the app.
The house is open.
Set up your venue in a few minutes, add your rate card, and send your first renter an invite today.