Equipment booking and authorization checks
The coordinator sees machine availability, authorization validity and mentor coverage. If a machine is unavailable, booking stays blocked until a new slot is confirmed.
Custom Development
CRM for Fab Labs and Makerspaces
Workshop administrators need to check machine availability, member authorization and instructor coverage. We’ll build a CRM for shared equipment, memberships and training around your space’s rules.
Why a free machine doesn’t always mean a bookable session
- Equipment goes to whoever books first, so popular machines are often taken when needed.
- Hazardous equipment requires training and authorization, but those records often get lost.
- Membership dues, passes and workspace rentals are tracked informally.
- Workshops and events bring people in, but contact with attendees drops off afterward.
- Sponsors and partners want to see the impact, while members want to see the space improve.
Equipment reservations, training and membership plans
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Training and access record
The mentor records completed training for the equipment category. A booking can be confirmed after checking that the authorization is current.
Equipment booking holds
The coordinator marks maintenance and reviews affected bookings. The member receives a new time once it’s confirmed.
Additional Features
- Reconciling sessions against a membership plan
- The administrator can compare actual sessions with available hours and plan terms. If maintenance moves a slot, the record shows why and whether hours should be deducted. The owner approves the total before the balance changes.
- Preparing group workshops
- The coordinator can track participant numbers, occupied workstations, required materials and instructor time. If a mentor is unavailable, the coordinator checks rescheduling options and records who confirmed the new date. Afterward, the instructor records attendance and any authorization covered by the session separately.
- Coordinating shared workshop projects
- The coordinator can track participants, required workstations and agreed project milestones. When a task changes hands, the next participant sees available materials and the agreed session. Partner reports can summarize completed milestones and hours used.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
First session after training
The instructor confirms authorization for a specific machine. The member books a slot, and the administrator can see their active membership and approved access level.
Unscheduled equipment maintenance
A technician takes the equipment out of service for inspection. The administrator contacts booked members and offers available alternatives.
What to Include in the First Release
We’ll start with one machine category and its authorization rules. The instructor confirms training, the administrator manages bookings and membership, and the technician blocks time for maintenance. The pilot will cover a supervised booking and early revocation of authorization.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can different machines require different authorizations?
Yes. Equipment can be linked to a training type, authorization validity period and supervision requirement. The assigned instructor updates the status after training.
How do we handle equipment repairs?
The owner can block slots for the duration of the repair. Confirmed bookings go into the rescheduling queue.
How do we migrate bookings, memberships and active authorizations from fab lab spreadsheets?
We’ll match members, equipment and authorization types. During a trial import, the instructor confirms training validity and the administrator checks upcoming sessions and hour balances. Unclear authorizations go to the instructor for review before booking confirmation.
What do you need to estimate a makerspace CRM?
Show us a machine booking with training and supervision, including a reschedule for technical inspection. Scope depends on access rules, payment data and how hours are deducted. The pilot can cover one category and check the mentor’s calendar alongside the machine schedule.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.