Space Rentals: Managing Spaces & Agreements | Space Rentals | Crafted Call
Space Rentals: Managing Spaces & Agreements
Gallery OwnersUpdated Sep 14, 2026
If you rent studios, project rooms or gallery space, Admin → Rentals is where the spaces, the agreements and the people renting them live. This article covers setting up spaces, writing agreements, adding occupants, and documenting a space at move-in and move-out. Charging rent and collecting it is covered in Occupant Management and Billing.
Availability: Space Rentals is included from the Studio plan up. See Plans and Pricing.
Crafted Call calls a renter an Occupant throughout. When several people share one agreement, the lead renter carries a Primary badge.
Start at the setup page
Admin → Rentals → Setup lists what needs configuring, in the order it makes sense to do it, and tells you what is done: Buildings, Spaces, Agreement templates, Amenities, Billing, Public Rentals and Import.
If you are moving from a spreadsheet or another system, use Import rather than typing everything in.
Adding a space
Go to Admin → Rentals → Spaces and choose Create Space.
Name, such as Studio B or Project Room.
Space Type: Studio, Gallery, Workshop, Storage, Office, Shared Studio, Classroom or Other.
Building and Floor, if you have more than one address or level.
Description, which is what a prospective renter reads on your public rentals page.
Square Footage.
Monthly Rent, which is one flat monthly figure for the space. There is no per-square-foot or per-day rate.
Photos, up to ten. The first is the thumbnail.
Write descriptions the way you would show someone around. "Bright 800 square foot studio, north-facing windows, track lighting, polished concrete" gets more interest than "studio space".
How availability works
You do not set a space to occupied by hand. Occupancy follows from active agreements: create an agreement and the space is occupied, end it and the space frees up.
What you do control is whether a free space is on the market. Editing a space gives you , set to or . Use for a space you are repainting or holding back, and it disappears from your public listings without touching any agreement.
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Listing availability
Available
Unavailable
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Agreement templates
Before you write your first agreement, put your standard terms in one place. Admin → Rentals → Agreement Templates holds the wording you use for payment terms, utilities, maintenance responsibilities, notice periods and anything else you always say.
When an agreement is signed, the terms as they read at that moment are frozen onto the agreement itself. Changing your template later never rewrites an agreement someone already signed, so what you can produce later is what that occupant actually agreed to.
Creating an agreement
From Admin → Rentals → Agreements, choose Create Agreement.
Pick the space.
Add the occupants. One agreement can carry several people.
Set the start date, and an end date for a fixed term. Leaving the end date empty makes it month to month.
Set the rent and the security deposit.
Choose which day of the month rent is charged.
Each agreement carries one currency, fixed at creation, and every charge on it uses that currency.
From an agreement you can Renew Agreement, Edit it, or Terminate it.
Signing and acknowledging
An occupant signs from their portal by typing their full legal name or drawing a signature. Where a signature is not required, they can instead acknowledge the agreement from My Rental, which records that they read and accepted it.
Only a draft agreement can be acknowledged, and only once. After that the record says when it happened and who did it.
Expiring agreements
Crafted Call watches the end dates for you. Alerts go out at 90, 60 and 30 days before an agreement expires, so a renewal conversation starts while there is still time to have it.
If an agreement passes its end date and nothing happens, it is automatically terminated after a 30 day grace period rather than sitting open indefinitely. Renew it before then if the occupant is staying.
Occupants
Admin → Rentals → Occupants is your list of renters. Open one to see their agreement, contact details and full charge history.
Removing someone from an agreement takes them out properly: a removed occupant stops receiving reminders about that agreement's charges, is not chased for its balance, and their details stop appearing on it. When two people share a studio and one moves out, the one who left is genuinely out.
Inviting occupants to set up payment
An occupant needs an invitation before they can set up a payment method. From an occupant's page, Send Invitation emails them a link. Their row then shows Not Invited, Invited, or Setup Complete so you can see at a glance who is still outstanding.
Send Bulk Invitations does the whole building at once. It only emails occupants who have no payment method set up and who have not been invited in the last 24 hours, so nobody is double-chased. The same 24 hour wait applies to resending to one person.
Condition reports
Document a space before someone moves in and again when they leave, so a deposit conversation is about evidence rather than memory.
From a space, create a Move-In or Move-Out condition report, describe the condition, and add photos. A report holds up to 20 photos.
Photos appear under Photos on the report itself, on the occupant's copy in their portal, and side by side on the comparison view, which shows Move-In Photos and Move-Out Photos together. That comparison is the page to open when you are deciding what comes out of a deposit.
The occupant sees the report in their portal and confirms it with Confirm Acknowledgment, ticking that the report accurately reflects the condition at the time of inspection. Their acknowledgement and its date are recorded on the report.
The occupant portal
Everyone on an agreement gets a portal with Overview, Payments, Messages, Maintenance, Condition reports, Amenities and Profile. They see their balance and charges, pay, sign the agreement, message you, raise a maintenance request, acknowledge condition reports, book shared amenities and keep their contact details current.
Occupants reach it by signing in to Crafted Call with the email on their occupant record. It works the same on a phone, which is where most maintenance requests get raised.
Your public rentals page
Under Public rentals in your rentals settings you choose what the world sees: nothing, an interest form only, your listings only, or both. You can add intro text and choose whether rents are shown. The page lives at /org/<your-slug>/rentals, and the same interest form can be embedded on your own website. See Managing Rental Interest and Leads.
Troubleshooting
A space still shows as occupied after someone left.
Occupancy comes from the agreement. Terminate the agreement and the space frees up.
A space is empty but not on my public page.
Check Listing availability on the space, and check your public rentals mode is showing listings.
An occupant cannot sign their agreement.
They sign in with the email on their occupant record. If they use a different address, update the record.
A former occupant is still getting emails.
Check they were removed from the agreement rather than just marked inactive elsewhere. Removed occupants stop receiving reminders about that agreement.
I do not see a Rentals section.
Space Rentals is included from the Studio plan up, and rentals pages need the matching permission on your role.
