Everything we have changed, and when

Fix 8 October 2026

Open a hirer and look at their Communication log: the email with their portal link, PIN and conditions of hire (sent from Approve, or from Send portal link and conditions on a booking) is now listed there, as invoices and booking confirmations already were. And on Finance, Invoices, when you open an invoice to edit it, the Status box now says plainly that changing it does not email the hirer. To send an invoice, use Email invoice to hirer on the Invoices list. Thanks to Sarah Peacey at Binfield Memorial Hall for asking.

Fix 8 October 2026

Go to Settings, Team Members and press Add Team Member, or go to Committee and choose Give them a login on somebody's row. If that person already had a Village Hall Hub account that was not on your hall, you were told their address "conflicts" with an existing account and they could not be added. They are now added on whichever role you pick, including roles your hall has made under Settings, Roles. If you add somebody who is already on your team, you are told so, and their role is left alone; use Edit on their row to change it. On a committee member, the Role box is now called Position on the committee, because it is their post (Chair, Treasurer and so on), not what they can do when they log in. Thanks to Sarah Peacey at Binfield Memorial Hall for reporting it.

Fix 8 October 2026

When you approve a booking, the Booking confirmed email the hirer gets now has their portal PIN printed under the My Portal button, so they can open their portal straight away. Before, the PIN only went if you ticked Also send them their portal link, PIN and conditions of hire, and a hirer without it was stuck. On the portal's PIN screen there is also a new link, Don't have your PIN? Email it to me, which sends it to the email address you have for them, so they no longer need to ring you for it. Thanks to Sarah Peacey at Binfield Memorial Hall for reporting it.

Fix 6 October 2026

Go to Bookings, find a regular booking and choose Add more sessions from its menu, or open it, press Edit and give it a later end date. Only the dates after its current end are added now. Before, it also put back any date you had deleted or cancelled earlier in the series, so a week taken out for a half term or a cancelled session came back. Dates that fall on a holiday or closure, or when the room is already taken, are still skipped. Thanks to Duncan Brown at Whatfield Village Hall for asking.

Fix 2 October 2026

Go to Bookings, open a booking and press Edit. If an enquiry had come in for a time another booking already had, changing its status to Cancelled would not save, because of the very overlap you were cancelling it for. It now saves, with your notes. You can also add a note to a booking that overlaps another without being stopped. Nothing else has changed: a booking still cannot be confirmed, held as provisional or moved on top of another one. The same applies in the phone app. Thanks to Sarah Peacey at Binfield Memorial Hall for reporting it.

Fix 2 October 2026

In the phone app, tap More, then Spending, then add a payment. If your hall has sub-headings under a spending heading, such as Electricity and Water under Utilities, the list of headings failed to load. It now loads, and each sub-heading is shown with its heading in front of it, for example Utilities - Electricity. There is nothing to update on your phone.

Fix 25 September 2026

Go to Subscription, then Billing. Under No card? Pay by bank transfer, the plans now follow the Monthly and Annual switch on the same page: choose Monthly and each plan shows its monthly price, and Send me an invoice asks for an invoice covering one month. Before, the bank transfer offer was yearly only, whichever you had chosen. Each monthly invoice covers a month from the day your payment arrives. Thanks to Linda Cawley at Rampton Village Hall for spotting it.

Fix App 24 September 2026

In the Village Hall Hub app, the hirer list, payments, invoices, compliance items, volunteer hours and a busy week of bookings each stopped after the first hundred, without saying so - so a hall with a long history could not find an older hirer or payment on the phone. They now show everything, the same as the website. Hirers' own bookings and invoices in the app are fixed the same way. Update Village Hall Hub from the App Store or Google Play to get this.

Fix 24 September 2026

Go to Finance, then Payment Settings, and under your bank details the Sort Code box now takes it however you have it written down - 01-23-45, 01 23 45 or 012345. Before, it only allowed six characters, so typing it the way it is printed on a bank card or statement was refused. It still appears on your invoices, the invoice email and the online invoice as 01-23-45.

Fix 20 September 2026

This is for halls that keep their cash or savings apart from the bank, under Finance, then Bank & Cash. If you told Hallie you had paid the cash in to the bank, she offered to record it in Spending - and once you had pressed the button, the same money came off your bank account twice: once as the spending and once as the move itself, so Finance, Bank & Cash, Statement showed your hall spending money it had only moved from one pocket to another. Paying the tin in to the bank, putting money aside into savings and drawing a cash float are moves, not spending: the hall has exactly as much as it had. Hallie now recognises them and offers to record them as a move, and if you ask her to record spending or income she also asks which account it went through, so a bill paid out of the cash tin comes off the cash tin instead of the bank. Anything already recorded the old way is still sitting in Spending - open Finance, then Spending, find the line and delete it, and your bank balance will be right again. Thanks to Linda Cawley at Rampton Village Hall for reporting it.

Fix 19 September 2026

When you changed the hire charge on a booking - or a whole repeating series - that was already on an invoice sent to the hirer, the booking took the new price but the invoice kept the old one, and nothing said so, which made it look as if the change had not saved. Sent invoices keep the figure the hirer was given, on purpose. Now, when you save a new price on a booking that has been invoiced, a message tells you which invoice still shows the old figure, so you can open it under Finance, then Invoices, correct the line and send it again. Invoices that are still drafts carry on updating themselves as before. The box that asks which dates a change applies to is also clearer. Pressing Save on a repeating booking opens that question rather than saving, and it now says so: nothing is saved until you pick one of the three answers and press Save inside the box. Closing it leaves the booking exactly as it was. Remember to choose "Every date in the series" where you mean the whole run - the choice starts on "Just this date". Thanks to Duncan Brown at Whatfield Village Hall for reporting it.

Fix 16 September 2026

The Safeguarding log, DBS checks and the GDPR records (consents, data breaches and subject requests) could be opened by anybody at a hall whose plan included them, whatever their role, because those pages checked the plan and forgot to check the permission. They now check both. A Booking Secretary, Treasurer or Read only member who could open them before will find them gone from the menu; Owners, Admins and Trustees are unchanged. If somebody on your committee genuinely needs one of them back, the owner can give it to them in a tick: Settings, then Team Members, then Customise on that person, and tick Manage safeguarding or See GDPR records. Nothing else has been taken from anyone.