Everything your hall needs, nothing it doesn't

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
• Hirer communication log (calls, emails, notes)

Ask Hallie

Every hall has someone who knows where everything is and who owes what. Hallie sits in the corner of every screen and answers in plain English, so nobody has to learn where we hid things.

• Ask about your own hall: who is in, who has not paid, what a group spent last year
• Ask where things are: "where do I change my prices?" and she shows you
• Describe a booking in a sentence and she works out every date and checks for clashes
• She can only ever see your hall, and never changes a thing until you press a button
• Fifteen questions a month on Standard, seventy five on Professional
• Every figure comes from your own records, so she says "I do not know" rather than guessing

Hallie only sees your hall, and never changes anything unless you press a button.

Invoicing & Payments

Generate professional PDF invoices in seconds, and let your hirers pay them by card. The money goes straight into your hall's own bank account - we never touch it and take nothing from it. Track who has paid, chase who has not, and let the reminders do the asking.

• Hirers can pay by card, straight to your bank
• We take no cut - the hall keeps every penny
• Card payments record themselves against the invoice
• Professional branded PDF invoices
• One-click bulk invoicing
• BACS bank details on every invoice
• Automatic payment reminders
• Full payment tracking and history
• Financial reports with CSV export
• Monthly income by room and hirer type
• Inline line items with custom amounts
• Booking deposits with automatic calculation
• Email invoices directly to hirers
• Seasonal pricing with date-based rate cards
• Charge by the hour, or one fixed price for the whole hire
• Credit notes for a late cancellation, without counting as income

Budget and Cashflow

Most systems know what a hall takes. This one also knows what it spends - and that is the half a treasurer is actually asked about. Record what goes out, set a budget for the year, and see month by month what will be left in the bank.

The difference from the spreadsheet it replaces is that half of it is not a forecast. Months that have finished show what really happened: money banked, bills paid. Only the months ahead come from your budget - and your room hire is priced from the bookings already in your diary, so the forecast sharpens itself every time somebody books the hall.

• Record what the hall pays out - utilities, cleaning, insurance, repairs
• A standing order is one entry, not twelve
• Bills you have had but not paid stay in your balance until you pay them
• Set a budget once, and say when each cost actually falls
• Quarterly bills land quarterly, not as a twelfth every month
• A note on every line saying where the figure came from
• Month-by-month cashflow, opening balance through to closing
• Finished months show what really happened, not what was planned
• Room hire priced from your own diary, not last year's guess
• Told plainly if there is a month you run out of money
• Management accounts: this month and the year so far against budget
• A box beside every line to explain anything that came out different
• Download the lot as a spreadsheet for your committee papers

On the Professional plan.

A year at a glance

On these figures you run out of money in November.

Which is the one thing a spreadsheet never tells you until it is too late to do anything about it.

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
• Safeguarding incident log
• Automatic email alerts before expiry
• Traffic-light compliance dashboard
• Printable AGM compliance report (PDF)
• Charity Commission items: annual return, accounts, governing document, trustee details
• Utility and supplier contracts, with the date notice is due - not the date they end
• 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
• Trustee succession planning with term tracking and expiry alerts
• New member onboarding checklist
• Volunteer hours tracking with totals and reports
• 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 sign minutes off the way the Charity Commission expects.

• 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
• Sign minutes off, recording who signed and which meeting approved them
• Signed minutes are locked and cannot be edited afterwards
• Download professional PDF minutes, with the signature on 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

The App

Everything above, on your phone, for the times you are in the hall rather than at the computer. On the App Store now for iPhone and iPad, and included on every plan.

The Android app is built and working. Google will not release a new app until twelve people have been signed up as testers for a fortnight, so if that is your phone you can put your name down and get it out for everybody.

• Today, this week and what is coming, wherever you are
• Put a booking in or confirm one without going home first
• What the hall is owed, and who is overdue
• Record a payment while they are still standing in front of you
• Tick a safety check off in front of the thing you checked
• Keeps working with no signal, and sends when you are back in range
• Your hirers can use it too, with the link and PIN they have
• Same sign-in and the same permissions as the website
• No adverts, no tracking, and nothing asked of your phone

See every screen

Hirer Self-Service Portal

Give your hirers a simple way to check their bookings, pay their invoices and ask for the dates they want - without creating an account. Just share their personal portal link and they can do the lot in one place.

• No passwords or accounts needed
• Secure personal link for each hirer
• View upcoming and past bookings
• Confirm or cancel a pencilled booking, and you are told straight away
• Regular hirers can request a whole term in one go, not a date at a time
• See all invoices and payment status
• Pay outstanding invoices online
• Link sent automatically in emails
• Clean, accessible design for all ages

Key Safe Codes, Sent For You

If your hall has a key safe, the code goes to each hirer a couple of days before their booking - near enough that it is still current, far enough that nobody is hunting for it on the morning. One less thing to remember on a Friday night.

• Sent automatically a few days before each booking
• You choose how many days ahead
• Only confirmed bookings, and only once each
• Add a line about where the safe is and how to lock up
• Change the code and the new one goes out with the next bookings
• Stored encrypted, the same way your bank details are

How Much Is Your Hall Actually Used?

Every funder asks it and most committees can only guess. See the hours your hall was hired against the hours it could have been - by month, by day of the week, by room, and by who is doing the hiring. Trustees are responsible for a fair booking policy, and this is the evidence for it.

• Hours hired against hours available, as a percentage
• Month by month, so term times and quiet spells show up
• Day by day, so you can see which evenings go begging
• Room by room, to see whether the small room earns its keep
• Hours by hirer, with each one's share of the total
• You set the hours and days you count as open - no invented figures
• Download the bookings behind it all for your own spreadsheet

When an Email Never Arrives, You Find Out

One letter wrong in a hirer's email address and everything you send them disappears - the invoice, the reminder, the portal invitation. Most systems never tell you. We do, and once you have corrected the address we offer to send again whatever went missing.

• You are emailed when a message to a hirer does not arrive
• The broken address is flagged on your hirers list in red
• The warning clears itself when you save a corrected address
• One button sends again whatever never got through
• Invoices are rebuilt as they stand today, not as they were
• It will not send to an address it already knows is dead