Help Centre

Our help centre has lots of information on managing your online bookings. If your question isn't answered here, please send a message, or contact us directly on (+44) (0)7805 648935. Alternatively, send an email to [javascript protected email address].

You'll be able to find the answer to (almost) everything by downloading our PDF Instruction Guide.

Frequently Asked Questions

ABOUT HALLBOOKING ONLINE

Hirers can see a calendar of all the bookings for your venue. They can make a booking which the Bookings Secretary can then review and approve.

The bookings are made on the Hallbooking Online website. Your venue will also have information pages telling your hirers about the venue, with photographs and documentation.

  • Online Bookings Calendar
  • Multiple Rooms
  • Invoicing
  • One-Click Approval
  • Personalised pages with photos and text
  • Documentation Download Area
  • Facility for Repeat Bookings
  • Amend or Delete Bookings
  • Automatic Booking Emails
  • Optional Accounts for Regular Hirers
  • Free 60-Day Trial

Yes! There are two ways to test the online booking system.

  • Go to our Demonstration Venue. It's an imaginary location. Make a booking. Then head to the Bookings Secretary's page and test the invoicing and approval system. It's easy to use.
  • Request a free trial. The difference is that all the functions will work. You can tailor the pages for your venue, upload venue photos and PDFs, edit the email messages, and practise the invoicing.

The 60-day free trial has no obligation and we don't need any payment information in advance.

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/admin.

Enter your username and password. You'll then be taken to the Unapproved Bookings page.

You need to do the following:

  • Edit the text for the bookings page. This is the part that gives an overview of your venue.
  • Tweak the email messages that are sent when someone makes a booking or when you confirm a booking.
  • (Optional) Upload some photographs of your venue.
  • (Optional) Upload the documents your hirers need. This might include a general information page, a paper booking form or some terms and conditions.
  • (Optional) Edit your PDF invoice settings - the header and footer can be personalised for your venue.

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. 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.

Yes. The Bookings Secretary 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. 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.

Yes. On the Settings page, click on Advanced Settings. You can choose the currency from a dropdown list.

You can upload a PDF with the hiring charges. You can also add them to the description page.

We appreciate that venues have varying systems for calculating hiring charges, including discounts for local residents and repeat bookings.

When sending an invoice, the Bookings Secretary simply writes in the amount due. Our system will invoice for that amount.

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.

Yes - you can display an upcoming events calendar on your website. This will include a button to click to make a booking.

MAKING BOOKINGS

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 then enters the booking details, and we'll send you (and the hirer) an email about the provisional booking.

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.

The hirer can choose to hide his contact information on the public calendar.

There are three privacy settings choices:

  • Private: The event is marked as 'Private Booking' with the start/finish time. No other information is public.
  • Hide Contact Info: The event title is public. The name and contact details of the hirer are not displayed.
  • Public: The event and the contact details of the hirer are displayed.

You can set the default level of privacy as either 'Private' or 'Hide Contact Info'.

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.

If the hirer is just making a one-off booking, he/she can make the booking without creating an account.

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 create bulk bookings. You can have events that repeat weekly (e.g. every Monday) or repeat daily (e.g. every day for a week).

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.

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.

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.

When the Bookings Secretary clicks to approve a booking, our system will automatically send an approval email.

BOOKINGS SECRETARY ADMINISTRATION

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. We understand that not everyone in the community is necessarily online.

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.

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.

HIRER ACCOUNTS

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.

Head to Advanced Settings from your main settings page.

SETUP

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, 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 manage the back end. You'll need someone in charge (the Bookings Secretary) to approve bookings and answer questions from hirers.

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.

HOW DO I...?

Our system will send an email to the Bookings Secretary. You can change this email address if someone takes over.

On the Bookings Secretary's dashboard, there is a list of all unapproved bookings. Click on the bookings to approve it. Our system will send an approval email. (You can edit the template for this email on the settings page.)

It's easy! On the unapproved bookings list, click on the invoice button. Enter the amount (plus an optional comment) and the system will send an email with a PDF invoice attached. You can edit the template for both the email and the invoice to suit your venue.

In Settings, head to Invoice PDF & Email Templates. You can choose the template and change the text. For example, in the invoice, you might want to write the BACS details for payments, or who to make a cheque payable to.

Continue using your current systems. We don't take payments from you. Your hirers can pay you by BACS (bank transfer) or Cheque. You can put this information in the invoice, or on your venue's webpage.

In Settings, click on Documentation. You can upload up to ten PDFs. Examples include a paper booking form, if your venue still needs one, hire charges, terms and conditions, useful information, an alcohol licence, a floor plan and a privacy policy. You can decide the name for the documents.

You don't have to upload all of these. Just upload the ones you need.

All the photos can be changed, and you can keep changing them! In Settings, click on Venue Photographs.

We have a text editor that lets you change the text for your venue. Use it to tell potential hirers all about your venue and why they should book it!

In Settings, click on Booking Date Limit. You'll be able to edit the final date. You can also block all new bookings temporarily, if needed.

There are two ways. The Bookings Secretary can enter a booking and choose how many times to repeat the booking. Hirers can 'copy' events to another date. That means your hirers don't need to repeatedly enter the same information.

There are several ways. You can export the data in Settings. Click on Download CSV Data. You can choose the year...or download everything. CSV is a standard data format. You can import that data into other applications, including Excel.

This option isn't available in the public demonstration. However, when you request a free trial of our system, it will be available. (There are no restrictions on the free trial.)

If you're looking to export just a specific set of bookings, you can click on List Events on the Bookings Secretary's Dashboard. Enter the search criteria, and at the bottom of the search results there is a button to export the results as a CSV file.

Fill in the simple form and we'll set up a 60-day no commitment demonstration. It will be fully working: you can try everything!

Head to our Free Trial page to get going. We'll soon get you setup!



Do you have more questions? You can send a message, or contact us directly on (+44) (0)7805 648935. Alternatively, send an email to [javascript protected email address] .