If you have questions before signing up for a free trial, why not check out our FAQ below?
If your question isn't answered, please send a message, or contact us directly on (+44) (0)1206 912185.
Alternatively, send an email to [javascript protected email address]
About Hall Booking Online | Making Bookings | Administrator Management | Hirer Accounts | Invoicing | Accepting Online Payments | Data Reporting / Exporting | Setting Up | Supporting You
We provide a low-cost online booking and invoicing system for community spaces - such as a village hall, church hall - or any space where you'd like people to make booking requests.
Hirers can see a calendar of all the bookings for your venue. They can make a booking request which an Administrator can then review and approve.
You can also have information pages telling your hirers about the venue, with photographs and documentation.
Features include:
No you don't! But if you already have one, that's fine too.
Many venues just use our pages. There's an 'about us' page, 'how to book', map, contact info, documentation page and more.
When someone searches online for your venue, these pages will appear in the search results page.
If you already have a website, and just want to add the calendar, you can do that. You can embed the calendar in your site (including a Wordpress or Wix site), or just have a link/button to the calendar. No tech skills are needed!
If you do have a tech-person on your committee, he / she can also use our API to display the calendar on a website.
Yes! There are two ways to test the online booking system.
The 60-day free trial has no obligation and we don't need any payment information in advance. Set it up today!
The transition to Hall Booking Online is quick and easy ... and we'll support you all the way!
We'll set you up with the booking calendar and some information pages.
You just need to edit the text about your venue. If you have some photos, you can upload those ... or do it later.
You need to do the following:
We can help with the setup by arranging complimentary training through a Zoom screenshare. You'll quickly see how easy it is to transition to Hall Booking Online!
The evaluation version is the same as the 'live' version. You go live just by linking to the booking calendar on other websites, or Facebook.
We will get in touch before the evaluation finishes to find out if you'd like to take out a subscription. We'll then send on an invoice - and you simply continue using the pages you've set up.
No. This is all managed online. You can manage bookings from a computer, an iPad or even your telephone.
No. We've designed the system to be simple to use. Administrators just need to be able to go to a webpage and click to approve bookings.
Our system also sends an email about new bookings, so your venue needs an email address.
It's just £120 per year. That's £10 per month, when paid annually.
We also have a rolling monthly option available.
Remember - there's a no-risk, no-commitment free trial of our booking system.
The price includes invoicing, online payment processing and all the rooms for your venue.
There's also free support and telephone training both before and after the free trial period.
Yes. An Administrator can very quickly add a new booking. You don't have to force people to go online!
Yes. They can select specific rooms - or the whole building.
Yes. Any venue is fine.
Yes. You can write your own description and add photos with captions. If you need to make any changes later on, you can do so easily.
Yes - you can display an upcoming events calendar on your website. This will include a button to click to make a booking.
You could embed our calendar ... or just have a link / button to take your hirer to the online calendar.
If you have a tech person on your committee, he/she can use our API to access the bookings calendar.
He/she just goes to a webpage and checks the calendar. A demonstration page is here. You are welcome to make a test booking: it's not a real village hall.
The hirer fills in a form to make the booking request and ticks a box to agree with your venue's Terms and Conditions.
We'll send the venue (and the hirer) an email about the provisional booking.
An administrator then reviews the bookings, and can approve it. The admin can send an invoice before approving or after the event. For some events, you might not need to invoice at all.
If you have regular hirers, they can create an account so that they don't need to keep typing in their contact details. They can also look up future and past bookings.
Yes. We can set rooms so that only administrators can make bookings. If you don't want the bookings calendar public, we can arrange that for you.
Yes - you can create a rule that hirers must leave a space between bookings. Administrators aren't bound by this rule - so you can have exceptions where needed!
All bookings are initially set as provisional.
When a provisional booking is made, the time is blocked off. The system will send an email telling the hirer that the booking is provisional.
The venue administrator can decide whether to accept a booking. When the administrator confirms a booking, the system will send the hirer a confirmation email.
Your hirers' contact information is hidden on the calendar.
There are two privacy settings choices:
You can set the default level of privacy as either 'Private' or 'Hide Contact Info'.
If hirers would like to display their contact information publicly, they can add contact information in the event description box when making a booking.
No. Hirers have the choice of just making a one-off booking, or creating an account and logging in to make a booking.
If the hirer creates an account, he/she doesn't need to type in contact details each time. The hirer can also view all bookings, past and upcoming.
You can optionally also allow registered hirers to make repeat bookings.
If the hirer is just making a one-off booking, he/she can make the booking without creating an account.
Yes. Events can repeat daily, on weekdays, weekly or monthly.
For monthly, you can set a booking to repeat (for example) on the 1st Monday of every month.
There is also the 'copy event' function. When making a booking, you can copy it to another day. You can also find a previous booking and copy that across to a new day.
Your hirers don't need to keep entering all their information repeatedly!
Yes. You can set a minimum notice period for deleting bookings. (e.g. 30 days.)
An Administrator can delete a booking (or make changes to it) at any time.
By checking the online calendar. The hirer doesn't need to call anyone.
You can continue using your existing payment methods. Your Treasurer (or whoever) can update the booking to show that a payment has been received.
If your venue has a PayPal or Stripe account, you can connect that to your Hall Booking Online account. The system will add payment links to your invoices. When a payment is made, the transaction number will automatically be logged, and we'll send you an email letting you know that an invoice has been paid.
When an Administrator clicks to approve a booking, our system will automatically send an approval email. It's also marked as 'confirmed' in the calendar.
Yes. You can register additional administrators. Each administrator has his/her own login.
The system will send a notification email.
He/she just goes to a webpage and clicks to approve bookings. A demonstration page is here. Go ahead and approve something: it's not a real venue!
Yes. All bookings can be edited or deleted by an Administrator. The hirer can make changes to unapproved bookings and can delete a booking. You can set the minimum notice period needed to delete a booking.
No - it's optional.
Hirers don't need to keep typing in the same information each time to make a booking.
Hirers don't need to create a password for each booking.
Hirers can view all their bookings (past and future) on one page.
The hirer creates the account. You don't need to do anything.
Yes - it's all included in our standard rate of £120/year.
We don't charge extra for the invoicing function or connecting your account to Stripe or PayPal.
You can send an invoice whenever you like! For regular customers, you might invoice monthly in arrears.
If you have a booking from someone new, you might want to invoice in advance, before approving the booking request.
You have complete flexibility with the invoicing - and you can send one invoice to cover a single or multiple bookings.
Yes. You don't need to invoice every event separately. Using the tick boxes, select the bookings you would like the invoice to cover and click on 'Send Invoice' at the bottom.
Yes. You can integrate your venue's PayPal or Stripe account with Hall Booking Online. It's an optional add-on included for no extra charge.
When set up, your PDF invoices will include a link to make a payment to your PayPal / Stripe account.
When the payment goes through, the invoice is automatically marked as paid and the transaction number logged.
Your venue will also receive an email notification that the invoice has been paid.
Remember: you don't have to take payments online. You can also use BACS or cheque. Just edit the PDF invoice template to tell your users how to pay for bookings.
No. The payment is made directly to your venue's PayPal or Stripe account. We do not charge commission and we have no access to your PayPal or Stripe account.
Online payment integration is available for no extra charge with all Hall Booking Online accounts.
No you don't. You can accept payment by bank transfer, cheque, online - or any combination you wish.
Your invoices are based on a template which you can edit to list payment methods for your venue.
If you'd like pricing suggestions, you can add hourly or fixed rates. You can have multiple rates.
The system can then suggest an amount to charge. You can select that - or just type in how much you'd like to invoice for.
Yes. On the invoice tab, click on 'Export CSV'.
You can then choose the period you wish to export. The exported file is CSV format (Comma Separated Values). It can be imported into accounting packages or Excel.
Yes!
Yes!
Yes. All invoices are based on your template. The text of the header and footer of the invoice can be changed. You can also add a logo.
When sending an invoice, you can add a message to the PDF.
Yes. On the invoice management page, you can download, resend or delete an invoice.
Yes. You can link your venue's PayPal or Stripe account with Hall Booking Online.
We will add a link to your invoices inviting the hirer to pay online.
When the payment goes through, we'll send you a notification that the invoice has been paid. We can also send a copy of that notification to your Treasurer.
No: we don't take any commission. Also, there is no extra charge or annual fee for linking Hall Booking Online to PayPal or Stripe.
No. If you'd prefer to stick with BACS (bank transfer) or cheques, that's fine. Or you can offer your users a choice. It's up to you.
When a payment goes through online, we'll mark the invoice on your dashboard as having been paid. We'll also log the transaction number.
Hall Booking Online will send an automated email to you (and your Treasurer, if you wish) to let you know that a payment has come through.
You don't need to keep checking your bank statements to see if your venue has been paid. We'll tell you. It's also very convenient for your hirers.
Yes - the evaluation is fully functional, including being able to accept online payments.
Accounts are free to set up.
Yes - get in touch and we'll guide you through the setup.
On the Data Reporting page, you can:
Yes. You can download the data set as a CSV file. You'll be able to import the CSV file into applications, including Excel.
You can download all bookings and invoice data, uploaded documents and images.
Yes. There's an API which will return public booking data - such as the date, time, room and event name. It can be used to to create a calendar, or connect to heating / door software.
Sign up for a 60-day free trial! We will set up a bookings page and go through the steps with you.
Yes. You can upload your venue's documentation whenever you wish. This might include a paper booking form, hire charges overview, COVID rules, general information, alcohol licence application or a plan of the building.
When your documentation changes (such as new hiring charges) you can upload the new documentation.
Yes. It doesn't take long!
Hirers can choose whether their booking and/or contact information is displayed on the public calendar.
Hall Booking Online doesn't store anyone's credit / debit card details.
Sign up for a 60-day free trial! You'll be able to test everything fully, and customise the pages to suit your venue.
If you have questions, please get in touch! Send an email to [javascript protected email address] or call 01206 912185. The consultation is free!
You can also experience some of the functions of the booking system by experimenting with our imaginary venue: Casterbridge Village Hall. You can make bookings and then log in as an administrator and approve then. Follow this link.
We offer lots of support to get you going and help out if you have any queries.
Head to our Knowledge Base for setup guides and advice.
You can also download the PDF Guide for Administrators.
If you're still stuck, get in touch with us by email or phone and we'll soon be able to assist.
We can also offer a complimentary Zoom demonstration to get you going. Just ask!
Do you have questions now? Contact us here.
Yes! We'll get the system going for you.
You just need to edit the text of the templates and add bookings to the calendar. It doesn't take long.
We offer a complimentary Zoom training / Q&A for all new venues. Let us show you how easy the system is to use!
If there's anything you're not sure about, just get in touch! Contact us here.
Increase bookings and reduce the workload!
Try the system for free for 60 days. You don't need to pay in advance.
After your evaluation period, we're confident that you'll want to use our services!
Do you have more questions? You can send a message, or contact us directly on (+44) (0)1206 912185. Alternatively, send an email to [javascript protected email address].