A free diary for a busy community centre, every room at once

What hirers ask community centres for

4,519 community centres are listed on HallMatch. 111 have been claimed by the people who run them. Where these numbers come from.

Every room, every regular

• Each room has its own diary, and two bookings can’t land in the same room at once. Setup and clear-down time counts.
• Regular groups go in once, weekly or “the second Wednesday”, and the diary fills them in 18 months ahead.
• Term dates from your council where we have them, or your own, and bank holidays from GOV.UK. Skip or move one week without touching the rest.
• Each regular group can have its own link to see its weeks and give one up, so you’re not the go-between.

Free on their date

• When a hirer searches for a date, centres nearby with a free room that day come first.
• A hirer asks for a date and a room through your listing, or the calendar on your own website.
• Answer from the email with one tap, “Yes, it’s free”, “Sorry, not then” or “I’ll ring” them, and no login. A yes holds the slot while they decide.
• Share your free and busy times, so hirers can see what’s free before they ask.

Your website

• Paste one line into the centre’s own website and its visitors see which days are free, in your colour.
• Tapping a free time opens a request form. It shows your community centre and nothing else.

For the trustees, or the council

• “How full are we?”: hours let against the hours you could let, who fills each room, and the slots that are always empty, over 4, 12 or 26 weeks, on one printable page.
• Reminders before insurance, fire risk assessment, PAT, electrical and gas certificates, licences and the Charity Commission return fall due.
• Invite the rest of the team to edit, or add someone who only gets the reminders.

Already use booking software? Keep it.

Claim the listing so enquiries reach the right person, and answer from the email. HallMatch doesn’t send invoices, take payments or link to accounts software, so if you need those, here’s how Hallmaster and Village Hall Hub compare. Everything the free diary does, and doesn’t.

Questions