Hall Booking Online is a friendly, web-based booking and management system for community spaces. Your hirers see a live availability calendar and send you booking requests, and you review, approve, invoice and manage everything from one place - all in your web browser, with nothing to install.

Key features include:

• Online public booking calendar - month, week, day and list views
• One-click approval of booking requests
• Multiple rooms, with automatic clash detection
• Repeating bookings - weekly, monthly, alternate weeks and more
• Booking rules - notice, buffers, duration, opening hours and date limits
• Automatic booking emails, with editable templates
• Multiple administrators, with access levels
• Two-step login security (on request)
• Optional accounts for regular hirers
• Personalised venue pages, photos and documents
• Terms and conditions agreement built in
• Embeddable calendar, ICS feed and public API
• Invoicing - single, grouped, ad-hoc and credit notes
• Pricing suggestions, plus optional VAT / tax
• Online payments via Stripe, PayPal and Square
• Receipts and automatic payment tracking
• Reports and CSV, Xero and QuickBooks exports
• Free 60-day trial, then £120 a year + VAT

Any organisation that takes bookings for a space or resource. It is popular with village halls, church halls, community centres, scout huts and sports pavilions - but it is not limited to rooms. It is also used for MUGAs (multi-use games areas), tennis courts, community buses, boats, salons and more. It works whether you have a single space or several bookable facilities.

Not at all! Every subscription comes with its own set of public pages - a live booking calendar, plus About, How to Book and Contact pages - and these can appear in Google, so people can find you even without a separate website. And if you do have a website, you can drop in our beautiful live calendar with just a few lines of code that we provide for you. It works happily on WordPress, Wix, Squarespace and more - no technical know-how needed.

It's really good value: just £120 a year plus VAT for one venue with up to eight rooms - that works out at around £10 plus VAT a month. If you'd rather spread the cost, there's a monthly option at £12 plus VAT a month too.

Yes - and it's a proper one! You get a fully working system for 60 days, with no card details needed up front. Your trial pages are exactly the same as the live ones, so when you're ready to subscribe you simply carry on - nothing is lost.

Absolutely. Many of our venues are in the UK, but the system works happily anywhere - it supports other currencies such as dollars and euros, and we're glad to bill you in your local currency.

Not at all. If you're comfortable with email and a web browser, you'll feel right at home. And if you ever get stuck, there's plenty of help on hand - a knowledge base, friendly email and phone support, and even one-to-one Zoom training.

It's lovely and simple. A hirer checks your calendar to see what's free, fills in a short request form, and sends it off. We email you straight away and pop a friendly acknowledgement over to them. Nothing is confirmed until you approve it, so you're always in control.

No - and that's on purpose! Every request stays provisional until you approve it, so you're never caught out. Approving couldn't be easier: just one click, whether it's a single booking or a whole batch.

Whatever suits you and your hirers best: month, week, day, or a simple list. You can even choose which view your visitors see by default.

Yes, easily. Bookings can repeat weekly, daily, on weekdays, on alternate weeks, or monthly (say, the first Monday of each month). Before you confirm, we show you every date in the series so you can untick any that aren't needed - handy for school holidays.

Yes! If a regular booking's time, room or details change, you can update the whole series in one go - choosing exactly which fields to change, and whether it applies to every date or just from a certain date onwards.

You're very much in charge. You can set a minimum notice period, a gap between bookings, a minimum booking length, your opening hours, and how far ahead people can book - or pause public bookings altogether. These rules only apply to the public; as an administrator, you're never restricted.

Your hirers' contact details are never shown on the public calendar - those are always kept private. By default, the calendar shows the event name along with the time and room(s), so visitors can see what's on. If you'd prefer, an individual booking can be marked private, in which case it simply appears as 'Private Event' with just the time and room. You can choose the default privacy level for new bookings, and as an administrator you'll always see the full details yourself.

Of course - including for someone who's phoned in. As an admin you have extra flexibility: you can skip fields like address and phone, and set up repeating bookings in moments.

Yes. You can delete any booking, and if you change your mind, deleted bookings are kept for 60 days so you can pop them back. Depending on your settings, hirers can also cancel their own unapproved bookings within a notice period you choose.

Yes - if your venue has more than one space, hirers simply tick the room (or rooms) they'd like. Up to eight rooms are included, and we can always add more for a small monthly amount.

Yes. You can make a room administrator-only, so neither it nor its bookings appear on the public calendar. You can also give each room its own colour and reorder them however you like.

Absolutely - they're your pages, so do make them yours! You can edit the wording, add a full-width header photo and a gallery, drop in a Google map, and link to your Facebook and Instagram.

Yes. You can upload PDFs, and if you add one called 'Terms and Conditions', hirers have to tick to accept it before they can book - lovely peace of mind, built right in.

Yes, and it's delightfully easy: just paste in the few lines of code we give you (it works on WordPress, Wix, Squarespace and more). There's also an ICS feed for Google and Apple Calendar - great for heating systems too - and a public API for the more adventurous.

Yes - just opt in to search-engine indexing and your booking pages can appear in Google, so people can find you even if you don't have a website of your own.

As many as you like, each with their own login - perfect for sharing the load or covering holidays. There are three access levels too: Full, Restricted (manage bookings and invoices, but not other admins), and Read-Only.

We email your venue's notification address the moment a request comes in. It's one address per venue, and it can be different from your personal login - many venues like to use a dedicated bookings inbox.

Yes - two-step authentication is available on request. With it switched on, logging in on a new device needs a one-time code from an authenticator app, for that extra bit of reassurance.

Yes. Recent emails are kept in a handy log you can view from your dashboard, and if a message to a hirer ever bounces, we'll let you know.

No - occasional hirers can book without one, and accounts are entirely optional.

They're a nice convenience for your regulars: account-holders don't have to re-enter their details each time, can see and manage their own bookings, and - if you allow it - make repeat bookings. Any bookings you make for them link up automatically if the email matches.

The hirers do, themselves - so there's nothing for you to set up.

Yes, in every subscription, at no extra cost. And if you already have an invoicing system you're happy with, no problem at all - you're welcome to carry on using it.

Not at all - invoicing is completely optional and quite separate from approving. Invoice before an event, after it, or not at all; it's entirely up to you.

Yes - just tick the bookings you want (search makes light work of ones spread across pages or in the past) and invoice them together. You can also send more than one invoice for a single booking, which is handy for deposits or splitting the bill.

Yes - just search for the past bookings and invoice them. It's perfect for regular hirers who like to settle up in arrears.

Yes - for anything that isn't tied to a particular booking, you can raise a quick ad-hoc invoice.

If you'd like! Pop in your hire rates (hourly or fixed, and as many as you need) and we'll suggest the total from the rate and the booking length. You can always adjust it, and changing a rate never affects invoices you've already sent.

Yes - make them yours. You can set your own header, footer and logo, edit the invoice PDF, email and receipt wording, and choose your own invoice number and prefix.

Yes to both. Credit notes have their own numbering, and receipts go out automatically for online payments - or with just a couple of clicks for BACS, cheque or cash.

You can tidy up the text - say, an address or a purchase-order number - and resend. If you need to change amounts, dates or items, you cancel and reissue (cancelled invoices tuck away safely in a restorable folder), and every change is recorded in the invoice history.

Yes - you can CC your treasurer on every invoice, and on the payment notifications too.

Yes - optional VAT and tax support is available on request. You enter your rates without tax and the system adds it on top, showing a tidy Subtotal, tax and Total on the invoice, with the tax name, rate and number recorded.

Yes - as a standard CSV, or in formats ready for Xero and QuickBooks.

There's a handy 'uninvoiced bookings' report that lists anything without an invoice. Unpaid invoices show in red and paid ones in blue, and you can mark a booking as not needing an invoice at all.

Yes - link your Stripe, PayPal or Square account and we'll add a payment link to your invoices. Payments go straight to your venue, not to us.

No - we don't take a penny of commission or any platform fee, and there's no extra charge for connecting your account. (Your payment provider has its own small fees, as you'd expect.)

It's wonderfully hands-off: the hirer pays on a secure Stripe, PayPal or Square page and gets a receipt; the provider lets us know it's paid; and we mark the invoice as paid, log the reference, and email you (and your treasurer, if you've set that up).

Not at all - it's entirely optional. You're free to list BACS, cheque or cash on your invoice instead, and tick payments off by hand as they come in.

Yes - refunds are made through your payment provider, so you never need your hirer's bank details.

There's a statistics view showing how many hours each room is used (easily popped into Excel), plus a report of any bookings that still need invoicing.

Yes - your data is yours. You can export bookings and invoices as CSV by year, by date range, or for a particular hirer, and invoices in Xero and QuickBooks formats too.

Your data lives on servers in the UK and EU, and we keep the current year plus the previous two calendar years. You're very welcome to export anything you'd like to hold onto for longer.

Yes - you can search, amend, delete and export a hirer's data, so handling a GDPR request is nice and straightforward.

Often in just an hour or two! We set up your trial pages with ready-to-edit templates and send you a login, and we're always happy to walk you and your committee through it over Zoom.

Yes - pop your regular (repeating) bookings in first, then any one-offs. You can switch the notification emails off while you're setting up, so your hirers aren't surprised by messages about bookings they already know about.

Lovely and simple: the trial and live pages are one and the same, so you just start sharing your address, embed the calendar, and/or switch on Google indexing. You can go live before the trial ends, or keep things private for a while after subscribing - whatever suits you.

We'll get in touch near the end of your 60 days and send an invoice. You simply keep the pages you've already built - there's never any need to start again.

Just £120 a year plus VAT for one venue with up to eight rooms - that's £10 plus VAT a month. Extra rooms are a modest £2 plus VAT each per month. And you don't have to be in the UK - we're happy to bill in your local currency too.

Yes - £12 plus VAT a month by Direct Debit, and you can switch between monthly and annual whenever you like.

Whichever way suits you: Direct Debit, BACS, card or cheque. (We partner with Stripe for card and Direct Debit payments.)

Yes - if you look after more than one venue, do get in touch and we'll happily sort out a discount.

Everything you need: the booking calendar, up to eight rooms, your web pages and/or calendar embedding, invoicing, online payments, reports, data export and friendly support - with no extra charge for invoicing or payment links.

Plenty! There's a searchable knowledge base, plus genuinely friendly help by email and by phone on 01206 912 185 during UK office hours. Calling from overseas? You can reach us on the very same number with a WhatsApp call - so there are no international call rates to worry about. And we're always glad to show you around over Zoom.

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Yes - we offer one-to-one online training over Zoom (usually around 45 minutes) for £20 plus VAT per session, and you're welcome to have several people from your venue join in.