Spaces & Rentals AI Automation Guide

Spaces & Rentals handles a lot of its own follow-up: confirmations, monthly invoices, mail notices. This guide covers what runs on its own, and gives you prompts you can copy into any AI assistant to write the words around your rooms: descriptions, a booking policy, a welcome email, a mail notice, and a read on how full you are. You review everything before it reaches a customer.

What runs by itself Asking the Ask Box Room descriptions A booking policy A welcome email for new members A mail-arrival message Reading your occupancy The same safe pattern

What runs by itself

Automation	When it runs	What you control
Booking confirmations	When you save a booking with the confirmation box ticked, or confirm a request	The box on each booking; your terms in Settings appear in the email
New request alerts	The moment someone asks for a room on your booking page	"Send new requests to" in Settings
Instant booking	Only when you turn on "Confirm online requests automatically"	Off by default, so your team says yes to each request
Booking invoices	When a booking is confirmed, if you turned that on	"Invoice a booking when it is confirmed" in Settings
Monthly membership invoices	On each member's invoice date	"Bill monthly through Invoicing" and "Send each invoice automatically" on each membership
Mail notices	When you log mail with the arrival email ticked	The box on each entry
Calendar feed	Every time your calendar app checks the feed	Whether you add the private address to a calendar

Asking the Ask Box

The Ask Box on any page of the platform knows what Spaces & Rentals does and where things are. Ask it in plain words:

"How do I give a member five free conference-room hours a month?"
"Why did my booking say the room is already booked?"
"How do I stop online requests from booking instantly?"
"Where does room rent show up in my books?"

It answers from this guide and the user guide and points you to the right screen. It does not read your bookings or your customers' details.

Room descriptions

A good description sells the room on your booking page. Copy this prompt, fill in the brackets, and paste the result into the Description field on Spaces.

Write a short, friendly description (two or three sentences, under 60 words) of a room people can rent. Room: [name]. Kind: [meeting room, event space, photo studio or podcast room]. Seats: [number]. What is in it: [screen, whiteboard, natural light, backdrops, microphones]. Best for: [board meetings, workshops, product shoots]. Plain words, no exclamation points, no claims I did not give you.

A booking policy

Your terms appear on the booking page and in every confirmation. This prompt drafts them; read them carefully and change anything that does not match how you work.

Draft booking terms for rooms we rent by the hour. Keep it under 150 words, in short plain sentences a renter will actually read. Cover: how far ahead to cancel for a full refund ([24 hours]), what happens with a late cancellation ([we charge half]), setup and cleanup inside the booked time, our cleanup buffer of [15] minutes, food and drink rules ([allowed, take trash out]), and who to call on the day ([name, phone]). Do not add legal language I did not ask for.

Have someone who knows your lease or your insurance look over the final wording.

A welcome email for new members

When someone takes an office, a desk or a virtual office, a warm first email sets the tone.

Write a welcome email to a new member of our [coworking space / building]. Their membership: [private office 4 / dedicated desk / virtual office], starting [date]. It includes [5] conference-room hours a month and [10]% off extra room bookings. Mail handling: [yes, we sign for packages and email you when they arrive / no]. Their monthly invoice arrives by email on [day]. Wi-Fi and building access: [details]. Who to ask: [name, email]. Warm, under 200 words, with a clear subject line.

A mail-arrival message

The arrival email goes out by itself when you log mail. For a sign at the desk or a note to a member you could not reach, this prompt writes something short.

Write a two-sentence note telling a member that a [package / certified letter] from [sender] arrived for them on [date] and is at the front desk. Pickup hours are [9:00 AM to 5:00 PM, Monday through Friday]. Ask them to bring ID for certified mail. Friendly and short.

Reading your occupancy

The dashboard shows how many offices and desks are leased, what memberships bring in each month, and what was booked this month. To think about pricing or what to add next, copy those numbers into an assistant. Leave out names and emails; the totals are all it needs.

Here are this month's numbers for the rooms we rent. Private offices: [3] of [5] leased at [$650] a month. Dedicated desks: [8] of [12] leased at [$300]. Meeting rooms booked [42] hours, [$1,680]. Requests declined because the room was taken: [6]. In plain words, what stands out, what one or two changes might be worth trying, and what I should watch next month. Do not invent numbers I did not give you.

The same safe pattern

You decide what goes out. A request only books itself if you turned on instant booking. A monthly invoice only emails itself if you ticked auto-send on that membership. A mail notice goes only when you tick its box. Anything an AI assistant writes for you is a draft until you paste it in, and nothing about your customers needs to leave the app for these prompts to work.

This guide is general information about the software, not tax, legal or accounting advice.

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