Your property, in one view

See the property as it is.

The questions a busy desk answers all day: who is in that unit, what they owe, and who to call next.

Feature recordReleased capabilities, with setup requirements and limits.

Large facilities

Tested on a fictional facility with about 500 units across 11 buildings. The same records serve a single lot or many buildings.

BayRoster's whole-property drawing at a fictional 500-unit test facility: ten buildings and an RV and boat yard, each unit outlined by payment status — **Drawing view.** The whole property, every unit colored by payment status.

BayRoster building picker set to All buildings, with Map drawing and List views, filters, and a list of buildings with occupied, open and overdue counts — **Building picker and List view.** One building or all of them, as a drawing or a list.

BayRoster quick lookup with a surname typed, listing matching units with size, tenant and building — **Quick lookup.** Find a tenant or unit by name, unit number, phone or size.

BayRoster Facility summary table listing each building with units, rentals, open units, occupancy, accounts owing and monthly rent — **Facility summary.** Occupancy and amounts owed by building, with a CSV.

Also filters for occupancy, payment status, type and size, and the summary as one card per building on a phone. Real captures of the current software; every name and number is fictional.

Map

Property first, not a generic dashboard.

Your layout can include buildings, drive lanes, numbered units, fixed slips, and outdoor rows. A whole-property overview is optional and needs layout setup; individual area maps remain available.

Status follows the records

Paid, due soon, overdue, and no-date states are calculated from dates and money. Nobody picks the color. If you type a corrected paid-until date, the color follows that date.

Filters answer the next question

Narrow by occupancy, financial state, location type, renewal, or electric-reading attention without changing what the colors mean.

Who is in each space

Every tile shows its space and paid status. Open a space for the renter’s name, contact details, notes and paid-until date, or type a name, phone number or space into Quick lookup to find it. Outdoor rigs are drawn at their real length under their own label.

One building of 40 drive-up units in BayRoster at a fictional test facility, each unit labelled with its number, tenant and size and outlined by payment status — One building, every unit by status.

Moves

Drag, drop, keep the history.

Drag within an area to open an editor with the new position filled in, then save. Moving across areas uses a transfer that confirms the date and rate. An occupied destination is refused.

Moves are events, not erasures

Contact details, notes, payment history, and a named activity log remain with the customer. You can reactivate an eligible former renter with no active occupancy onto the existing customer and asset records.

Annotated real BayRoster demo showing a renter dragged from one unit to an open one, with the transfer confirmation — Real demo surface / annotation explains the move

Money

Verified before it changes the roster.

Online billing is off by default. When enabled, Stripe payments are verified before they are applied. On direct billing, a clean whole-month match extends the paid-until date. Ledger payments are allocated against charges. Unclear matches and payments this software did not start wait for review.

Simple date or full ledger

Run a paid-until date or track charges, payments, oldest-due-first allocation, running balances, and unapplied credit. Neither mode turns BayRoster into accounting software.

Checks and cash still count

Record a check, cash, a card you took by hand, or another method without inventing a check number. Before you save, the screen shows the new paid-until date, and an amount that does not match the months asks you to confirm. A payment that looks like a duplicate of one already recorded that day asks before it lands twice.

A stack of checks, one window

Enter each check on its own row. Every row says what it will pay before anything is posted, and staff logins can do it too.

A check paid against whole months

On an account kept as a ledger, say how many whole months a payment covers. The screen shows each month’s dates and amount before you apply it. The payment pays the oldest charges first, anything left over stays as credit, and no partial month is invented.

Corrections with a reason

Bill a one-time charge. Reverse a payment or void a charge, with a reason.

Checkouts that never finished

An online payment a renter started and never finished is listed by renter, amount and start time. After 24 hours you can release it.

BayRoster Record a stack of payments window with three checks, each row showing the bills it will pay, totalling 1,420 dollars — A stack of three checks, reviewed before posting.

Customer statements

Their half of the record.

One page per customer: what they rent, what has been charged and paid, and the date they are paid until. Online payment is available when configured.

A link, not a login

A customer can hold a durable link to their own statement, and it still opens months later. No account to create, no password to reset, and no portal for you to administer. You can issue more than one link. Regenerate revokes the existing links, and a change to the customer identity also invalidates them. Treat the link as private: anyone holding it can open that statement.

Paid from that page

With online billing configured, renters pay by card or bank transfer (ACH) on Stripe’s secure page. The software calculates the amount from the account; the renter cannot enter a different price. A renter who owes money that is not yet due can pay the full balance from the same page.

Every month behind, not just one

A renter on a paid-until date who is three months behind is billed for all three, added up across every space they rent, with the months and the amount printed under each one. An applied partial payment retires the oldest months and leaves the rest owing. Online checkout uses the quoted amount; a partial payment may need owner review. A space more than twenty-four months behind is quoted at twenty-four; the rest is a conversation with you, not a self-serve charge.

Your rental agreement

When configured, the statement links to your published rental agreement. It does not expose privately signed documents. If the document is not posted, the statement tells the renter to ask you for a copy.

Or paid ahead, deliberately

With online billing configured, a paid-up direct-billed customer can choose one to twenty-four months and pay forward from their existing paid-until date. The map updates from the new date. Accounts with arrears or a ledger balance do not get this option.

Statement email, sent by you

You can email a renter their statement link and the amount due. The email to a paid-up renter mentions paying ahead. Statement email is off by default, and nothing goes out on a schedule.

Inquiries

The call list lives somewhere on purpose.

Leads can be ranked, noted, followed up, closed without deletion, and converted into the customer record.

One ranked queue

Priority, call notes, request, and status stay together instead of disappearing into texts and sticky notes.

Website intake

Your website can send availability inquiries into the queue. This inquiry form does not hold or assign a space. Online booking is a separate, optional flow.

Review before assigning space

Contact, asset, and start-date details prefill the customer form. You still choose the customer match, location, billing mode, and charge.

Optional online booking

Decide how space is offered.

Online booking is off by default. Turn it on and a new renter books and pays for a space on your website in one visit. Setup includes the spaces offered, prices, dates, agreement, and verified payment account before it can be enabled.

A new renter books and pays in one visit

The renter chooses from the spaces you offer, picks a move-in date, reads the price and your agreement, passes a spam check, and pays by card through Stripe. The space is held for 15 minutes while they pay.

All booking details

Offer a unit or a whole row

Choose eligible units and rows on the property map. A whole row is one rental unit; spare length is not another booking space. Exact spot selection is optional and off by default.

Spaces you keep back

Mark a space owner-reserved or conditional and it never shows as vacant or bookable.

Returning renters wait for your decision

A request whose email, phone or name matches someone on file goes to owner review without holding space. The review shows which detail matched. Choose that customer, or create a new one from the request when the match is someone else. Approval checks availability and emails a private payment link that holds the space for two hours; if the time runs out unpaid, you can approve again. Decline takes a reason and sends the renter a short email; your reason stays out of it unless you choose to include it.

Prepaid months with a move-in date

Prepaid bookings calculate departure from the move-in date and the number of calendar months. You can limit how far ahead move-in is allowed.

A paid booking places the renter

Only a verified Stripe payment confirms a booking. When the payment, your payment setup and the space all agree, a newly confirmed prepaid booking puts the renter on the map, records the payment on their account and sets their paid-until date to the end of the paid stay. If a check fails, the booking stays confirmed but unplaced, with the reason shown, and you place it with Place now. Placing never charges again.

Cancel is not a refund

Cancel releases the space and keeps the booking, stay and payment history. It never refunds or voids a payment. Any refund is made by you, in Stripe.

Rates, classes and dates on one page

Set monthly area rates and booking-class prices in Rates in the top bar. Group units into classes, and set booking seasons or a “start within” limit. One building can offer classes at different monthly prices; those class prices also apply when placing a new renter or transferring at the destination’s rate. New rates apply to new rentals, not existing renters’ agreed rates.

Price first, in your words

The booking page shows the monthly price first and your own description of each class, not an internal code.

Height limits, in your words

Give a class of spaces a published height limit, and if a door cannot take more, a call-first height. The booking page then asks the rig’s length and height. A rig over the limit is warned in your words and must tick an acknowledgement; a rig over the call-first height is asked to phone you instead of booking that space. With no limit entered, the page asks no size. Configure these limits on the Rates page.

Each booking keeps the agreement it accepted

The renter accepts one numbered version of your agreement with the quote. While an unpaid hold is open, the agreement and its version stay locked. After that you can change them, with a new version number for new wording; confirmed bookings keep the quote and agreement they accepted. A promise to refund unused whole extra months is your choice, and new installs start with it off.

Book a unit for a customer yourself

Reserve a fixed unit for an existing customer for set dates. A move or placement that conflicts is refused. It takes no payment and sends no message.

A rehearsal before it goes live

Run the whole booking with Stripe test keys, made-up applicants and test units you choose, then clean up and switch to live.

Where to see it

The public demo has a booking page where you can try a booking. When booking is available, this demo uses TEST payments and made-up records. It cannot reserve a real space or charge real money.

The office

Logins, lists and your own labels.

What the people at the desk use between calls.

BayRoster's built-in Help guide, titled A hand with the next step, with a task search and a Start here list — The built-in Help guide, for administrators and managers.

A login for each person

Each person can have their own named login as Manager or Administrator, and the activity log records who did what by name. Staff can record offline payments, batch payments and one-time bills.

Help inside the software

Administrators and managers get a step-by-step guide for everyday jobs: find a person, see who is behind, record a check, reverse a wrong payment. Search it by a word like “cash” or “move out”.

Lists you can work from

A Call List of everyone who owes now or is due within three weeks, with tap-to-call numbers, filtered by building and shown 50 at a time. A print view. A tenants CSV, and a payments CSV for any date range with a total row. An activity log for each renter and each space.

The dashboard in working-day order

The map comes first, then payments and the call list; the waiting list, bookings and renter lists fold to one line with a count. A booking request waiting for your answer moves to the top, and a Needs attention strip appears above everything only while something is waiting. Each administrator can reorder the sections.

Your phone number on renter pages

A phone number you enter shows on statements and booking pages, so a renter knows whom to call. Set it in Admin, Setup.

Your own words

Call what is stored a Container, a Rig or anything else. Unit, renter and agreement labels are set separately.

Your records

Your records should not become vendor leverage.

Ordinary files, ordinary hosting, and a clear export boundary.

Flat JSON files: No database server to administer. The records sit in plain files you can copy, export, and read yourself.
Atomic saves and backups: Records use atomic saves and timestamped backups. If the layout cannot be loaded safely, the map refuses changes.
Customer and location CSV: Customers, assets, locations, and location history export together. An import validates the whole file before saving. Payments, charges, meters, inquiries, layout, and configuration need the separate full backup.
Yearly audit archives: Historical activity survives separately from the live operating files.

Ben's Farm property layout, with the main shop, pole barn, outdoor yard, shaded pad and apron in their actual arrangement — Ben's Farm, Thompson, ND. Customer records and private areas omitted.

Small lots fit too.

This is Ben's own storage yard in Thompson, North Dakota: a shop, a pole barn and outdoor rows, drawn inside the same software that runs the test facility above.

Your property does not have to fit somebody else's grid. Start with the buildings and spaces you actually have.

Product limits

What it does not do.

Written down here so you do not discover it three weeks into a setup.

No gate or lock hardware

BayRoster tracks occupancy and payment state. It does not open a gate, drive a keypad, or control a lock.

No general accounting

The ledger tracks what customers owe and pay. It does not do payroll, taxes, or replace bookkeeping software.

No nightly reservations

Storage is monthly or seasonal. Campgrounds use PineRoster, a separate product.

No app-store install

It is a website that works in a phone browser. There is nothing to install on every employee’s device.

No scheduled autopay

Renters choose when to pay from their statement. Optional saved-card authorization is off by default and does not enable automatic charges.

US dollars, North American phone numbers, feet

Rates and payments are in US dollars, phone numbers use the North American format, and sizes are in feet.

No customer portal

A statement link opens one account without a login. It does not let the renter edit customer records or view another account. Booking uses a separate page.

Try the demo

Drag something before you decide.

The live demo is the actual software with fictional data. Password: anytown-demo.

Open the Demo Ask About Your Property