I'm new here! How can I set everything up?
You can get going very quickly. You'll need to know the Bookings Secretary's username and password to login.
To log in, head to https://hallbookingonline.com/login/admin_login.php.
Enter your username and password. You'll then be taken to the Unapproved Bookings page.
You need to do the following:
Do I need to download software?
No. This is all managed online. You can manage bookings from a computer, an iPad or even your telephone.
Does the Bookings Secretary need special computer skills?
No. We've designed the system to be simple to use. The Bookings Secretary just needs to be able to go to a webpage and click to approve bookings.
Our system also sends an email about new bookings, so your secretary needs to be able to read an email.
Not everyone has a computer. Can we still take bookings by phone?
Yes. The Bookings Secretary can very quickly add a new booking. You don't have to force people to go online!
Our venue has multiple rooms. Can people choose which rooms to book?
Yes. They can select specific rooms - or the whole building.
Can we use this booking system for a Village Hall / Church Hall?
Yes. Any venue is fine.
Can we personalise the description of the venue and add photographs?
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 send an email with a PDF invoice. The invoice can be personalised to tell hirers how to pay. For example, you might want to write who to make a cheque out to, or bank transfer details. You don't have to send out invoices: it's an option that's available if you would like to use it.
Do we have to take payment online?
No. Carry on with your existing payment system. Hirers can download booking and payment forms, if you wish. The Bookings Secretary or Treasurer can mark bookings as 'paid'. You can put the BACS info or bank transfer sort code and account number either on the invoice, or on the provisional booking email.
How does someone make a booking?
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.
Yes. 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!
The Bookings Secretary can also set up events that repeat weekly.
Yes. You can set a minimum notice period for deleting bookings. (e.g. 30 days.)
The Bookings Secretary can delete a booking (or make changes to it) at any time.
Can someone still book by telephone?
Yes. We understand that not everyone in the community wants to book online. Your Bookings Secretary can still accept bookings by phone and easily add them to the system.
How does a hirer know if the hall is available?
By checking the online calendar. The hirer doesn't need to call anyone.
Keep using your existing payment methods. Your Treasurer (or whoever) can update the booking to show that a payment has been received.
How does a hirer know that a booking has been confirmed?
When the Bookings Secretary clicks to approve a booking, our system will automatically send an approval email.
How is the Bookings Secretary notified of new bookings?
The system will send a notification email.
How does the Bookings Secretary approve bookings?
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!
Can the Bookings Secretary add telephone bookings?
Yes. We understand that not everyone in the community is necessarily online.
How does the Bookings Secretary know that a payment has been received?
Whoever receives the payments (the Treasurer) can log in and mark a booking as paid. This will show up when the Bookings Secretary reviews bookings.
Can the Bookings Secretary make changes to a booking?
Yes. All bookings can be edited or deleted by the Bookings Secretary. 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.
How do we set this up for our venue?
Sign up for a 60-day free trial! We will set up a bookings page and go through the steps with you.
Can we add photos and booking documents?
Yes. You can upload your venue's documentation whenever you wish. This might include a paper booking form, hire charges overview, 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.
We have lots of existing bookings. Can they be added to the calendar?
Yes. We can help you with that.
We manage the back end. You'll need someone in charge (the Bookings Secretary) to approve bookings and answer questions from hirers.
Is the hirers' data protected?
Yes. Hirers can choose whether their booking and/or contact information is displayed on the public calendar.
Private information can only be accessed with a password. The password is very encrypted!
As bookings payment is made offline, we don't store (or ask for) anyone's 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 07805 648935. 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 the Bookings Secretary and approve then. Follow this link.