A Smarter Way to Manage Long-Term Renters with Communal's Rental Form Link

If your organization rents out spaces like gyms, halls, classrooms, or studios, you probably have a mix of one-off and long-term renters. And while occasional bookings are pretty straightforward, recurring renters — like yoga instructors, music teachers, or nonprofit groups — can be trickier to manage.

We're seeing more and more Communal users adopt a workflow that simplifies this process while giving admins full control over the schedule.

The Setup: Admin-Booked Rentals + Form Link

Here's how it works: You book the rental into the calendar yourself (as the admin), locking in the dates and times for your long-term renter. Then, you send them a link to your rental form — which they fill out to provide all the necessary details like contact info, insurance docs, rental terms, and digital signatures.

This approach blends the best of both worlds: while renters complete their side of the agreement in a clean, organized format without having to change their ways too much.

Why This Works for Long-Term Renters

Sometimes, the best solution is using software in a way that meets people where they're at. Long-term renters, especially those who've been using your facility for 5, 10, even 20 years, sometimes don't want to navigate a digital calendar or learn a new system. They just want to keep their usual time slot, know they're confirmed, and have an easy way to share their details with you.

This hybrid approach lets you, the admin, book the schedule on their behalf, then simply send them a rental form link to fill out at their convenience. It's simple, familiar, and respectful of the relationship you've built with these renters over time.

You're still collecting all the key information and keeping your records clean in Communal — but the process feels personal for your regulars. That's the kind of service that builds long-term trust, not just efficient systems.

Use Cases We're Seeing

Organizations are using this workflow for things like:

• Seasonal fitness or yoga classes
• Local clubs or meetup groups that meet weekly
• Daycares or after-school programs with standing facility use
• Rentals that require internal approval before confirming
• Partner organizations with pre-negotiated access

In these cases, control and clarity are key — and this approach supports both.

How Communal Makes It Easy

Communal's rental tools are designed to work the way you do. With our latest updates, you can:

• Generate a shareable link to your rental form (no login needed!)
• Collect user data with custom forms
• Pre-book dates and send the rental form after
• Email renters a copy of their submitted form

Our system is flexible, allowing you to support both short-term and long-term workflows alike.