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10:00 Little Acorns
Club fixtures first, hire around them
The committee, the groundsman and the bar volunteers all see the same bookings, on a laptop or a phone, so a party is never booked into the clubhouse on cup final day.
- Training and fixtures entered as regular bookings, weekly or on chosen days, so hirers see those times as taken
- Each space set up separately: the function room, the changing rooms, the pitch or the courts
- Clashes refused before they happen, with the booking already there shown
- Close-season and pitch-maintenance days blocked out
- The whole diary on the free phone app, iPhone and Android
What a club needs when it hires out its facilities
Hire income keeps many clubs going. It is also one more job for volunteers who joined to play, coach or run the bar.
Members and non-members pay different rates
Set hirer types, such as members, affiliated clubs, local groups and private hire, each with its own price, and seasonal prices if the winter heating costs more. The right price is applied automatically.
Deposits for parties
Take a damage deposit when a function is booked and record it going back after the event, so it is never forgotten either way.
Other clubs and classes on a regular basis
The Pilates class in the function room or the junior league using your changing rooms go in once and repeat, and can be invoiced a month at a time.
Knowing who holds the keys
Hirers get a hall guide with the alarm, the heating and how to lock up, and a key safe code can be released shortly before each booking, so nobody waits in the car park.
How an online booking works
Hirers do the asking, you do the deciding, and nobody retypes anything.
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1
They check what is free
Your sports pavilion has its own booking page, showing when each room is available. No phone call to find out.
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2
They send a request
The hirer picks a date and time and sends their details. It lands in your diary as an enquiry and you get an email.
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3
You accept it
One click confirms it and the hirer gets a confirmation email. Nothing is booked until you say so.
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4
The invoice follows
The price comes from your rate card, and the invoice is raised from the booking itself.
The committee jobs that come with a building
A clubhouse is a building with the same duties as any other. These live alongside the bookings.
Conditions of hire, agreed online
Hirers agree your conditions of hire, including anything about the bar or noise, before the booking is confirmed, and you keep the record.
Invoices and card payments
The invoice is raised from the booking, hirers can pay by card straight into the club's bank account, and reminders chase anybody who has not paid.
Safety and insurance dates
Fire risk assessment, gas and electrical safety, defibrillator checks and insurance renewal, each with a reminder before it falls due.
DBS and safeguarding
DBS certificate dates for coaches and volunteers with reminders, and a private safeguarding log, on the Standard and Professional plans.
Committee meetings
Agendas, papers, minutes and action points for the club committee, kept together and searchable.
A 100 club
Run a monthly members' draw on the Professional plan, with numbers, draws and winners recorded, if your club raises money that way.
More on the booking system, invoicing and the compliance checklist.
Moving from a paper diary, a spreadsheet or another system
Nobody wants to type a year of bookings in again. Bring across your rooms, rate cards, hirers, bookings and invoices from a spreadsheet or another booking system. You match your columns to ours on screen, and every import has an Undo button.
Still comparing? Read our comparison of UK hall booking software, including Hallmaster, Hall Booking Online and My Hall Wizard, and what booking software really costs.
What it costs
Every plan has unlimited bookings, the public booking page, your own website, invoicing and the phone app. Free for 30 days, no card needed.
Community
£12.99 a month
Up to 2 rooms and 3 volunteers, with your own website
Standard
£24.99 a month
Unlimited rooms, hirer portal, compliance alerts
Professional
£39.99 a month
Everything, plus the full accounts
Questions people ask
Is this a system for members to book courts or tee times?
No. It is built for a club that hires out its clubhouse, pavilion, function room or facilities to other people and groups, by the hour or the day. If members need to book playing slots against each other, a dedicated sports booking system will suit that part better.
Can we charge members less than outside hirers?
Yes. Set up hirer types, such as members, other clubs and private hire, each with its own rate. The right price is applied when the booking is made.
Can hirers request a booking online?
Yes. Your club gets a public booking page showing when each space is free. Hirers send a booking request, it arrives in your diary, and nothing is confirmed until you accept it.
Can we put availability on the club website?
Yes, on every plan. Go to Settings, then Embed on Your Website, and copy the line it gives you into the club website. No club website? Go to Settings, then Your Website, and we make one for you. The Pavilion look was made with clubhouses in mind.
How much does it cost?
Community is £12.99 a month for up to two spaces, Standard is £24.99 with unlimited spaces and the hirer portal, and Professional is £39.99 with full accounts. Every plan includes your own website and the calendar for a website you already have. A year costs the same as ten months, and every plan is free for 30 days with no card needed.
Can we bring our existing bookings across?
Yes. Import spaces, rates, hirers, bookings and invoices from a spreadsheet or another system, matching your columns to ours on screen. Every import can be undone.
Other places that use it
Video guides
See a booking taken
Short guides, most under a minute, with the steps written out underneath.
