Space Management
Most storage software assumes you run rows of identical self-storage units. You probably don’t. You have covered RV spots and uncovered ones, a few pull-throughs, maybe some trailer pads out back and a warehouse bay you lease to a contractor. LeaseLlama starts from a simpler idea: you define the spaces, and the software adapts to them, not the other way around.
Categories first, then spaces
Everything starts with categories. A category is a type of space with its own pricing: “Covered RV,” “Uncovered RV,” “Wet Slip 30ft,” “Warehouse Bay,” “Monthly Parking.” Whatever fits your lot. Every space belongs to exactly one category, and each category carries a daily rate that LeaseLlama uses to calculate monthly, quarterly, and annual pricing automatically.
You set the deposit at the category level too, so every new rental in that category starts with the right deposit. You can override it on any individual space when one spot warrants different terms.
When you change a category’s price, existing rentals keep the rate they signed at. Only new rentals get the new price. Your long-term renters won’t get surprise increases because you adjusted pricing for new customers.
Name spaces the way you already do
If your spaces are numbered A-101 through A-140, use that. If it’s “Row 3, Space 5,” use that. LeaseLlama auto-generates space IDs if you want them, or takes your custom ones. There’s no forced renumbering, no template to conform to.
Need to stand up a lot of spaces fast? Bulk creation adds up to 50 spaces at once with sequential IDs and the category’s default pricing. Most operators have their whole facility in the system in under an hour. That’s not a slogan, it’s what setup actually takes when your categories are sorted first.
Know what’s open without walking the lot
The Spaces page shows every space in one of three states: Available, Checked-Out, or Suspended, with live counts on each tab. Search by space ID, category, title, or renter name. Filter by category or by tags.
Categories show a green badge when at least one space is open, red when everything’s full. The “do we have a spot for a 40-foot fifth wheel?” phone call gets answered in one glance, not a walk to the whiteboard.
Need to take a space offline for flooding, repaving, or a repair? Suspend it with a reason. It stays out of the available pool until you bring it back, and the reason is on record for whoever asks later.
Tags for everything categories can’t capture
Categories handle pricing. Tags handle everything else: “power hookup,” “near gate,” “24hr access,” “needs gravel.” Add as many tags as you want to any space, filter by any combination, and pricing stays untouched: tags are purely organizational. When a renter asks for a spot with power near the entrance, filter by both tags and read off the open spaces.
The dashboard tells you how full you are
Your dashboard shows occupancy as a plain fact: “62 of 80 rented,” with the percentage next to it. Above 90% and it’s probably time to look at your rates; below 50% and it’s time to look at your marketing. The recent activity feed shows check-outs, check-ins, payments, and new renters as they happen. That’s useful when more than one person works the desk and you want to know what happened on the shift you missed.
What it doesn’t do
A few honest limits, so you’re not surprised later:
- A space’s category can’t be changed after creation. Set your categories up thoughtfully first; if you get one wrong, you’ll delete the space and recreate it.
- No bulk editing. Bulk creation handles up to 50 spaces at a time, but edits after that are one space at a time.
- Category titles cap at 26 characters. Enough for “Covered Pull-Through RV,” not enough for a paragraph.
None of these come up often for facilities under a few hundred spaces, but you deserve to know the edges before you hit them.
Common questions
Can one space have different pricing than its category? Yes. Categories set the default daily rate, but any individual space can override it. Same for deposits. The space detail page tells you which one is in effect (“Category Default” or “Space Override”), so you’re never guessing why a price is what it is.
How many spaces can I manage? There’s no system limit. Your plan sets the cap: 50 spaces on Starter, 150 on Operator, 300 on Pro. More than 300, talk to us.
What happens to existing renters when I raise prices? Nothing. Category price changes apply to new rentals only. Existing renters keep the rate they signed at until you deliberately change their rental.
Can I rent by the week or the day? Yes. Monthly, quarterly, and annual are the standard intervals, but daily, weekly, and custom intervals are supported. The rate is always calculated from the category’s daily price.
Where to go deeper
The docs walk through the full setup: understanding categories, creating spaces, managing spaces day-to-day, and using tags. Or see how the same category system handles RV lots, boat storage, and container yards.
Once your spaces are set up, lease management handles who’s in them, and payments & billing handles getting paid for them.