Your Village Hall - Easy Booking and Invoicing System
         
 


The system was originally designed for a village hall in Essex. Being run by a frequently-changing group of volunteers, it was hard to train everyone on the complicated manual booking system, time-consuming to manage the spreadsheets, and complicated to give everyone access. Also, there was no way for the public to check availability and find out about the hall other than by ringing the Bookings Secretary at all hours.  Because the public found it hard to find information when they needed to, the hall was under-let. Sound familiar?


The first step was to get the public informed via a Village Hall website, full of photos and information. People could see inside without going to view the hall, and find answers to all of their questions. Genuine booking enquiries went up whilst time-wasting calls went down. (You probably already have your own website, but if not we can help with that if you would like us to).

The second step was the Easy Booking and Invoicing System. This streamlined the whole system - from individual 'Private Hirer' enquiries through to 'Regular Hirer' Block Bookings and Invoicing, making it more efficient, less work for the volunteers, and easy for the public to see at a glance when the hall was available to hire.

 
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A public Diary showing availability for the next three years, which can be embedded into your existing website.
 

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A simple Bookings system - easily managed by one person, or shared between a team of volunteers.
 

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Automatic email confirmations for the Hirers when they book, amend or cancel their event, reminding them of the T&C and payment information.
 

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Hirers' contact details stored on the system, available instantly next time they book.
 

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Lists of bookings tailored for Treasurer, Key Holder(s) and Cleaning Staff so they can see the information that's important to them at a glance.
 

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A simple Block Bookings system for entering Regular Hirers' Bookings (e.g. every Tuesday from 9-11am for the next 6 months).
 

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An easy way to generate Invoices for Regular Hirers for any period, which can be saved as PDFs and printed.
 

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All booking information available inline 24/7.
 

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The ability to update Hire Rates and Administrator access rights.
 

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Much more ..

Yes. Some Village Hall Booking Systems have just one database and one system that is shared between all their Village Hall clients. Because we set up one system for each Hall, it can easily be customised for your own needs. You can request modifications to the wording of emails, add boxes and information to the forms, do whatever you need to make the system even more streamlined and save you time. £POA for any changes required to the standard system before or after set-up.

 
 

For more details, please contact Jackie Fill on info@yourvillagehall.co.uk 01375 891094