SPACEMATCH BASICS
SPACE OWNERS
SPACE USERS
How does SpaceMatch work?
SpaceMatch is a platform that allows Space Owners to list their vacant properties or sites and potential Space Users to apply to rent those sites. SpaceMatch allows thousands of potential tenants to review and compare many rental options over shorter time periods (as little as several hours, or as much as a year).
Why should I use SpaceMatch, as a Space User?
SpaceMatch gives Space Users (potential tenants) the opportunity to review and compare hundreds of potential sites available for short-term rental. SpaceMatch removes some of the complexity and inflexibility of the current rental process and allows Space Users to identify the perfect space for their needs, and for the length of time they need it.
Why should I use SpaceMatch, as a Space Owner?
SpaceMatch allows Space Owners to access thousands of additional potential tenants (Space Users) and to generate incremental rental revenues in a seamless, efficient way. There is no cost to the Space Owner unless there are actual rentals received. SpaceMatch facilitates the simple matching of Space to short-term needs, benefitting both parties in the process.
Who can use SpaceMatch?
SpaceMatch is open to anyone with a need for Space for any length of time. SpaceMatch does not replace long-term tenancy, but rather complements it, to maximise the use of retail Space for the benefit of both the Space Owner and the Space User. The process requires registration and ultimately the approval to rent any desired Space is at the discretion of the Space Owner.
Does SpaceMatch own properties to rent?
SpaceMatch owns no properties whatsoever. It simply facilitates the listing of vacant sites and is an easy and user-friendly way for potential Space Users to interact with sites and Space Owners.
What can I use the Space for?
Space can be used for any purpose, however acceptance of any rental application remains at the discretion of the Space Owner. Different Spaces may have different restrictions in terms of what they can be used for, but apart from illegal activities, the desired use will be approved or declined by the Space Owner. Full details of the Space User's intended use of the Space will be required in the application process.
How long does the whole process take?
This is one of the major benefits of using SpaceMatch. Listing Space is quick and simple, as is looking for and enquiring about Spaces. There is time required for the Space Owner to either approve or decline a Space Enquiry, following which there might be the need for a site visit. The paperwork can all be completed online and the whole process should not take more than a few days to a week, subject to time availability for viewing.
How do I list my Space(s)?
Register on this website to list your Spaces. This is required so that your Spaces can be exclusively linked to your account, and available for you to update and review on an ongoing basis. Once your account is registered (which is a simple process), you can capture any vacant spaces that you would like to showcase. The website will walk you through the simple process.
Is there any fee to register as a Space Owner?
There is no fee to register as a Space Owner. No fees are paid whatsoever unless rental revenue is generated on your listed Spaces.
Is there any fee to list your Spaces?
There is no fee to list Spaces, irrespective of the number of Spaces listed. No fees are paid whatsoever unless rental revenue is generated on your listed Spaces.
How quickly will SpaceMatch find me a tenant?
SpaceMatch cannot guarantee any timeline for a tenant booking, but we will make every effort to match tenants with suitable Spaces. SpaceMatch will work hard to drive Space Users to the site and thereby increase rental applications. It is important that Space Owners list their properties on competitive terms, so as to make their sites appealing to potential Space Users.
How important are the photographs on the site?
The pictures on the site are critical to the site being favourably considered by Space Users. The better the quality of the photographs loaded, the more likely it is that Space Users will apply for rentals of those properties. SpaceMatch does provide a photographic service, if required and requested, at a charge of R2000 per site (or less for multiple vacancies within one location). Please contact us at info@spacematch.co.za to find out more about this service.
How will this impact long-term leasing?
Leases signed through SpaceMatch will typically be short-term in nature (i.e. less than a year), although Space Users may want to extend their leases in some cases. This creates another channel for long-term rental clients but doesn't take away from existing activities to identify and sign up longer-term tenants.
How long does it take to list a site?
It shouldn't take more than 10 minutes to list a site, if all the necessary information is readily available.
What is the minimum rental period?
The minimum rental period, and all other terms specific to the rental Space, are at the discretion of the Space Owner. The platform allows for rental periods from as little as 1 hour, to days, weeks, and months up to one year, so the flexibility really lies in the hands of the Space Owner.
Can I remove properties from the site?
Space Owners can remove properties from the site at their discretion and at any time. There is no obligation for Spaces that are listed to remain for any minimum period of time. Space Owners can add and remove listed properties at their will.
Is there any limit on the number or size of the properties that I list?
There are no restrictions to the number of properties that a Space Owner can list. There is also no minimum or maximum limitation on size of the listed vacancies. The platform allows for space sizes from as low as 9 square metres.
What information do I need to provide on the sites listed?
The information required will be self-explanatory through the Space listing process. Essentially, the critical information relates to the location, the amenities and the price of the listed space. These are the criteria that Space Users will need to consider and compare to arrive at a Space preference. There is ample opportunity through the SpaceMatch platform to provide additional information, but most of the essential information is covered in the listing process.
How is pricing set?
Pricing, whether it be hourly, daily, weekly or monthly pricing, is at the discretion of the Space Owner. SpaceMatch can assist with recommending appropriate pricing parameters for similar Spaces, but pricing is the responsibility of the Space Owner exclusively.
MANAGING YOUR APPLICATIONS
Who approves or declines an application?
All applications are approved or declined by the Space Owner. SpaceMatch will play a facilitation role, and follow up on slow responses, but only Space Owners can approve or decline a rental application.
How long do I have to approve an application?
There isn't a limitation on the time to respond to an application, but ideally a response should be given with a short time frame (i.e. less than 24 hours). It is likely potential Space Users will be making multiple enquiries, so the chance of concluding a rental is increased with a fast turnaround time. If there has been no response after a 7-day period, the application will be automatically declined. In the event an application is declined, there is no need to provide a reason for the decline.
How do I keep the calendar up to date?
The relevance and success of rentals will be highly dependent on the accuracy of the availability calendars housed on the platform. It is the responsibility of the Space Owners to ensure the calendars are up to date and reflect changing availabilities. SpaceMatch will ensure that availability is addressed for bookings made through the platform, but Space Owners will be responsible for other changes to the calendars. SpaceMatch will work with Space Owners to integrate with their internal calendar systems on a case by case basis.
Can I cancel an approved application?
A Space Owner can cancel an approved application, but the terms of the cancellation, and any penalty consequences will be covered in the terms of the lease, and in terms of the agreement in place between SpaceMatch and the Space Owner. If the prospective Space User has not concluded the payment process, the application can be cancelled without penalty, but if the Space User has already settled the payment required, SpaceMatch will retain their commission and the Space Owner will be accountable for this cost and for any specific costs incurred by the Space User. These terms are clearly laid out in the signed lease contract with the Space Owner and the service provider agreement with SpaceMatch.
How do I arrange a site visit?
The process around site visits will be managed automatically through the SpaceMatch platform. The Space Owner will provide alternative meeting times to the Space Owner, who will respond through the platform to the Space Owner.
Can I book the Space directly with the Space Owner?
Once the Space Owner and the Space User have been introduced to one another through the platform, SpaceMatch is the appointed broker of the rental agreement. The Space Owner is bound through its Service Agreement signed with SpaceMatch and will not be permitted to transact directly with Space Users. Penalties will be applicable should the SpaceMatch process be short-circuited by collusion between a Space Owner and Space User.
LEASED SPACE
Who is the lease agreement actually between?
The lease agreement is between the Space Owner and the Space User. SpaceMatch is not a party to the agreement, although it is the custodian of the standard SpaceMatch lease agreement. SpaceMatch is therefore neither the lessor nor the lessee in the rental transaction, and the terms remain between the Space Owner and Space User.
Who manages the Space?
The Space remains the full responsibility of the Space Owner, and the Space User to the extent agreed to in the lease agreement. SpaceMatch does not take any accountability for the management of the rented Space.
What happens it the tenant doesn't pay?
The non-payment by a tenant is no different from the non-payment by any regular longer-term tenant – it is an issue between the Space Owner and the Space User. That said, an upfront payment will be paid and a deposit required on a case by case basis. The Space Owner would reserve all normal rights attached to the non-payment by a tenant (Space User). SpaceMatch will facilitate payment between the parties but will not take any direct responsibility for the fulfilment of outstanding rentals.
How are damages dealt with?
Damages are an issue between the Space Owner and the Space User and will be addressed in the lease agreement. The Space User will be responsible for damages caused and the Space Owner will have the rights assigned to him in the agreement. SpaceMatch will take no direct responsibility for damages caused by the Space User.
What does SpaceMatch earn?
SpaceMatch earns a commission, based on a percentage of the rental charged. This percentage is set at a standard 15%. SpaceMatch only earns their revenue on rentals received, or in terms of penalties as per the service provider agreement between SpaceMatch and the Space Owner.
How and when do I get paid?
SpaceMatch will remit payment of the net rental due immediately (i.e. within 24 hours) of the payment by the underlying Space User. SpaceMatch will facilitate and manage all payments made by the Space User, deduct its commission and settle the residual amount. The same process will be applied for upfront rentals paid, with the exception that these will be paid over to the Space Owner the day before the rental period commences.
Is there any security deposit?
The quantity or even existence of a security deposit will be dependent on the term and nature of the underlying lease agreement and will be applied on a case by case basis. SpaceMatch will retain all security deposits and reimburse to the relevant party at the termination of the lease.
Can I use my own lease agreement?
Ideally, Space Owners will use the standard lease agreement that SpaceMatch uses for all its Space bookings. The ease of concluding business is one of the key benefits of the SpaceMatch process, which can be complicated by divergent terms and agreements. Each lease will have the option of an Annexure, which can incorporate specific lease terms that might relate to a specific Space, or to a specific Space Owner. This will provide the Space Owner with the necessary flexibility to adequately manage his own Spaces. However, should the standard lease agreement be untenable within your organisation, we can engage directly with the Space User - please contact us at info@spacematch.co.za.
Who is responsible for insurance?
This will be handled in the Space application and booking process but will essentially also be defined on a case by case basis. It is possible that the insurance will be covered in the lease agreement (with the Annexure detailing this), or it will be a requirement that the Space User takes out their own Insurance for the term of the lease. SpaceMatch has a working arrangement with a specific insurance company and can facilitate a quote and the conclusion of an insurance agreement between the Space User and the Insurer. Please email SpaceMatch on info@spacematch.co.za should you wish to explore this further.
Who pays for utilities (ie water, electricity, etc)?
This will be determined on a case by case basis and included as a specific term in the Annexure to the lease agreement. It will depend on the duration of the lease and will either be built into the rental price or be billed for separately.
How are cancellations dealt with?
Cancellations are dealt with in the agreement between SpaceMatch and the Space Owner, as well as in the lease agreement between the Space Owner and the Space User, depending on which party is cancelling. Until such time as the lease agreement has been signed, either party can cancel the lease, however once a legal agreement between the parties is in place, both parties will be bound by the specific terms of the agreements, and the consequences laid out in those agreements.
MANAGING YOUR PORTFOLIO
What information will I get about my portfolio of listings?
Space Owners will receive comprehensive information about their Space portfolio through a Dashboard and accompanying information set. Space Owners will have complete sight of the utilisation of their Spaces, the progress in terms of applications, legal agreement signature and payment receipts. SpaceMatch will also be in a position to provide additional information management and advisory services, should it be deemed a requirement by the Space Owner. For further information on this service, please contact SpaceMatch at info@spacematch.co.za
Can I set up different entities, divisions or companies within one portfolio?
The SpaceMatch platform allows registered Space Owners to structure their Spaces as suits them, with various levels available, with split authorisations. It will be possible for responsible people within separate divisions to only have sight over their respective portfolios, but for management to see the entire portfolio of Spaces. This will be part of the account set up process but is simple to update and maintain.
How do I log onto my dashboard?
During the registration process you will be assigned a username and password, through which the account can be set up. The dashboard will automatically become available on your account menu once there are Spaces available for rental on the platform.
FINDING & BOOKING YOUR SPACE
How do I search for Spaces?
Searching for spaces is as easy as surfing the Internet. The SpaceMatch website allows the Space User (potential tenant) to search for sites that fit a number of personalised criteria (i.e. location, price, features, size of Space, availability, etc). SpaceMatch will display all sites that meet the search criteria, allowing the Space User to easily review and compare their rental options.
How do I book a Space?
Once the Space User has completed the search and identified one or more potential rental Spaces, enquiries can be made with the respective Space Owners of those Spaces. The Space User will however need to register prior to making physical enquiries, as otherwise SpaceMatch cannot manage the Space User's personal Space portfolio. Once the Space User has completed the very simple and quick registration process, enquiries can be made to all the Space Owners of the various chosen Spaces, based on specific requirements listed. These enquiries will be sent to the Space Owners and will appear as applications in their SpaceMatch inboxes. The Space User will be required to complete a simple application process online, including detailing what the Space will be utilised for, amongst other things.
Are my enquiries legally binding?
Enquiries are just applications and are not legally binding. They will result in an approved or declined application, but there is no legal agreement in place until the approval has been received and the lease agreement signed. You can make as many enquiries as you wish, without any obligation arising from them.
Is there any fee to register as a Space User?
There is no fee to register as a Space User on SpaceMatch. At no point are fees payable by Space Users to SpaceMatch – SpaceMatch earns commission on the rental paid so does not charge any additional fees to the Space User. Space Users will pay all rentals to SpaceMatch, who facilitates the payment to Space Owners.
Is there any limit on the number of enquiries I can make?
There is no limit on the number of enquiries that a Space User can make. However, if a Space User continuously makes baseless enquiries it is likely to result in Space Owners declining the specific party as a matter of course. It is therefore advisable that enquiries are made for legitimate requirements.
Will I be able to physically visit and inspect the space?
You will be able to inspect any Space applied for. This process is managed seamlessly through the platform and site visits can be selected as a condition to the signing of a lease. The Space Owner will provide a number of potential meeting dates and times, and the Space User will have the option to select his preference or revert with a request for additional time and date options.
Once the Space Owner and the Space User have identified one another, SpaceMatch is the appointed broker of the rental agreement. The Space Owner is bound through its Service Agreement signed with SpaceMatch and will not be permitted to transact directly with Space Users introduced through the SpaceMatch platform and process. A direct process with the Space Owner will also require a bespoke lease negotiation process outside of the efficient SpaceMatch platform, which will introduce significant complexity as most Space Owners are not structured to support short term rental requirements.
What do I do if I don't get any response from the Space Owner?
The Space Owners will commit to efficient response to enquiries, and SpaceMatch will facilitate their timeous response, but ultimately response (either positive or negative) is at the discretion of the Space Owner. Should the enquiry remain unanswered for a period of 7 days, it will be declined automatically by the system.
What if I have special requirements?
There will be an opportunity to engage with the Space Owner on specific requirements that any one Space User might have. These may become specific terms in the Annexure to the standard lease agreement, should the Space Owner be comfortable with what is proposed. The online process manages this process seamlessly and efficiently.
Is there a minimum or maximum period that I can rent Space?
Each Space Owner will have minimum and/or maximum periods applicable to each Space in their portfolio. The duration is one of the search criteria when Space Users are looking for Space alternatives, so it is not likely that options will arise that are outside of the required duration criteria. Some Space Owners may have minimum or maximum rental periods for specific Spaces – this is at their full discretion.
What can I do if my application is declined?
If your application for Space is declined, there is nothing that can be done. Space Owners have full discretion to decline applications/enquiries. SpaceMatch can facilitate further engagement between the Space Owner and Space User, but should the Space Owner wish not to engage further then the matter is closed and the Space User will need to explore other Space alternatives on the platform.
OCCUPYING YOUR SPACE
Will fixtures & furnishings be provided by the Space Owner?
This will be discussed as part of the process between the Space Owner and Space User. Certain fixtures and furnishings will be highlighted in the Space profile, but additional requirements will be handled on a case by case basis, initially through the SpaceMatch platform or ultimately through direct engagement between the lease parties.
Can I make alterations to the Space?
This will be a specific term of the lease and will be addressed on a case by case basis. The SpaceMatch process will facilitate this discussion between the Space Owner and Space User, but ultimately it will need to be an agreement between the lease parties, and covered in the Annexure to the standard lease agreement.
What agreement do I need to sign?
SpaceMatch has a standard lease agreement, which will need to be signed by the Space User and the Space Owner. Signature will take place electronically/online. Specific terms, conditions and arrangements will be included in an Annexure to the agreement which will be tailored on a case by case basis. No other agreement will be accepted for signature between the parties.
Do I need insurance?
Insurance will be a standard requirement, but the specific additional cost will depend on the details of the lease arrangement. Insurance will therefore also be handled on a case by case basis, but facilitated through the platform and process. SpaceMatch can facilitate insurance through its preferred supplier – please contact SpaceMatch on info@spacematch.co.za if you would further information.
What if I need to cancel my lease before the lease start date?
Once the lease agreement has been signed, the lease is a legally binding agreement and will need to be upheld, subject to agreement between all parties. Monies deposited will likely be forfeited in this eventuality.
Can the Space Owner cancel my lease before the lease start date?
The Space Owner will be subject to terms and conditions attached to cancelling a legally binding lease before the lease start date and will be subject to contractual penalties as a consequence of doing so. There might be situations that arise that warrant the need to cancel, however these will be handled in terms of the agreement and the Space User will not be prejudiced in any way through the process.
Can I move in early to set up the Space?
This will be agreed as a specific term of the lease through engagement between the Space Owner and Space User, facilitated through the SpaceMatch platform and process. It will be handled on a case by case basis, at the ultimate discretion of the Space Owner.
PAYMENTS & LEGALS
What do I need to pay to finalise my Space?
Space Users will be required to settle all rental (for durations up to 3 months) upfront, with the possibility of a security deposit in certain cases. Rental periods in excess of 3 months will then be collected in advance on a monthly basis. SpaceMatch will pay over the rental received to the Space Owner in terms of their agreement.
What payment methods are allowed?
Only online payments will be accepted, made through the SpaceMatch website. The payment process is appropriately secure and will be facilitated through the lease finalisation process.
Are prices negotiable?
Prices are typically non-negotiable, however the opportunity to engage with the Space Owner will present itself through the process. Any price adjustment will require agreement between the lease parties.
Can I ask for a rolling monthly contract?
This can be requested from the Space Owner, however it is at their full discretion as to whether they allow this option. The SpaceMatch process will facilitate this discussion between the lease parties.
What if I want to extend the lease beyond the initial period?
This will be a lease extension between the lease parties, contracted through the SpaceMatch platform. The Space Owner and Space User are not permitted, in terms of the agreements in place with SpaceMatch, to extend the agreement on terms outside of the SpaceMatch platform and process, unless specifically agreed with SpaceMatch management. SpaceMatch has alternative commission structures applicable to longer term deals and will engage the Space Owner in these instances on a case by case basis.
When is a booking confirmed?
A booking is confirmed once the legal agreement has been signed by both the Space Owner and Space User, and the outstanding rental payment has been received by SpaceMatch.
What does SpaceMatch earn from the process?
SpaceMatch earns a commission, based on a percentage of the rental charged. This percentage is set at a standard 15%.