How First Baptist School Cut Rental Admin Time in Half with Subler

The challenge: chasing checks and paperwork

Before Subler, First Baptist ran rentals on spreadsheets, email and phone calls, paper contracts, a shared calendar, and checks or cash. The program brought in roughly $15,000 a year from a couple of bookings a month. Getting paid usually took about a month. The follow-up was the hardest part. "Following up on required documents or payments," said Taylor Edwards, Auxiliary Programs Assistant. "[We] always had to chase down checks and [certificates of insurance]."

Why Subler: one place, paid at booking

The team needed two things. First, one place to keep every rental, so they could catch double bookings before they happened. Second, a way for renters to pay at the time of booking, so nobody had to chase payments afterward.

The results: half the admin time, more renters

Rental admin dropped from about 10 hours a week to about 5. Renters now pay when they book, including for extra hours they add later. The team also reports:

• New renters finding and booking their spaces
• Less paperwork to collect and file
• Easier schedule changes
• Rental calendars that sync with the school's calendars

Renters have adjusted easily too. "It doesn't seem like our renters have had many issues trying to book through Subler," Edwards said. "Even though it's a fairly new platform, we have enjoyed the ease of using Subler for our rentals."

Working with the Subler team

First Baptist is three hours ahead of Subler's team, and Edwards says the gap hasn't slowed support down. "Subler's support team has been amazing!" Edwards said. "Even with the 3 hour time difference, they are quick to respond and always have a solution for our problems."

Renters who need to reschedule or cancel were a recurring issue. The support team used to resolve those requests, usually within 24 hours. Now a Subler feature lets the school change times or cancel bookings itself. "We have seen Subler grow with their added features," Edwards said, "which really makes the rental process much better!"

What's next: rentals beyond sports

First Baptist is now looking for regular renters for its classrooms and Media Center, and it can rent out its parking lot too. "We are really trying to find more opportunities that aren't sports related," Edwards said. Edwards's advice to other schools: "Carlos and his team are really making it a great platform for schools to use to enhance their rental potentials!"