Booking Calendar
See every booking at a glance. Prevent double-bookings automatically. Share a live calendar on your website so hirers can check availability without ringing you.
- Automatic double-booking prevention
- Public availability calendar for your website
- Recurring bookings for regular hirers
- Day, week and month views
- Colour-coded by room or hirer
- Booking enquiry forms with email notifications
Invoicing & Payments
Generate professional PDF invoices in seconds. Track who has paid and who hasn't. Send automatic reminders so you don't have to chase people.
- Professional branded PDF invoices
- BACS bank details on every invoice
- Automatic payment reminders
- Full payment tracking and history
- Inline line items with custom amounts
- Email invoices directly to hirers
Compliance Centre
Track every compliance requirement in one place. Get automatic alerts before anything expires. See your overall compliance health at a glance.
- Insurance tracking with expiry alerts
- Fire safety assessment reminders
- DBS check tracking for volunteers
- Automatic email alerts before expiry
- Traffic-light compliance dashboard
- Full audit trail for inspections
Martyn's Law Wizard
The Terrorism (Protection of Premises) Act 2025 comes into force in April 2027. Our step-by-step wizard walks you through everything — no jargon, no legal fees.
- Check if your venue is in scope (200+ capacity)
- Document public protection procedures
- Links to free ACT Awareness e-learning
- SIA notification guidance and tracking
- Review date reminders
- Exportable compliance report
Grants Finder and Application Tracker
Finding funding for your hall is hard enough without losing track of deadlines and paperwork. Village Hall Hub comes pre-loaded with 30+ UK grant opportunities matched to your venue, and helps you manage every application from start to finish.
- 30+ UK funders pre-loaded (National Lottery, ACRE, Garfield Weston, and more)
- Auto-matched to your venue type, location and charity status
- Track applications through every stage: identified to completed
- Match funding calculator shows exactly what you still need
- AI writes your project descriptions and community need statements
- Milestone tracking with deadline reminders by email
- Download professional PDF summaries for your committee
- Add your own local grants from parish and district councils
Team Management
Invite committee members with exactly the right permissions. No more sharing login details or worrying about who can see what.
- 6 permission levels: Owner, Admin, Booking Secretary, Treasurer, Trustee, Read-only
- Invite members by email
- Each person sees only what they need
- Full activity log for accountability
- Remove access instantly when committee members change
- No limit on Professional plan
Document Vault
Store insurance certificates, risk assessments, hire agreements and more in one secure place. No more hunting through filing cabinets or email attachments.
- Secure cloud storage (500MB to 10GB by plan)
- Upload insurance certs, risk assessments, DBS copies
- Hire agreement templates
- Link documents to compliance items
- Download anytime for inspections or audits
- Full version history
Meeting Minutes and Agendas
Good governance starts with good records. Create agendas, record minutes, track action items, and keep your committee accountable, all in one place.
- Step-by-step meeting creation wizard
- Agenda planning with attendee tracking
- Minutes with rich text formatting
- Action items assigned to committee members with due dates
- Attendance and apology recording
- Download professional PDF minutes for your records
- Publish minutes so the whole committee can see them
Building Safety Tracker
Keep your building safe and your insurance valid. Track every safety check, from fire extinguishers to legionella assessments, with automatic reminders before anything expires.
- 12 pre-loaded UK safety checks with correct legal frequencies
- Traffic light dashboard: green, amber, red at a glance
- Record completions with date, person, pass/fail, and notes
- Upload certificates and inspection reports
- Weekly email reminders before checks come due
- Add your own custom checks for anything specific to your hall
- Full completion history for every check
GDPR Compliance Tools
Your hall handles personal data every time someone books a room. Village Hall Hub helps you stay on the right side of data protection law without needing a solicitor.
- Consent tracking: record what each hirer agreed to and when
- Data retention alerts: know when records should be deleted
- Subject Access Request tracker with 30-day countdown
- Data breach log with 72-hour ICO notification deadline
- Privacy notice generator with pre-built templates
- Based on real ICO and ACRE guidance for community venues
- All templates include "not legal advice" disclaimers