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The hall diary

Add a booking to the diary

Record a booking agreed by phone, email or in person.

Hall managers2 min read

Where to goYour hall → Diary → Book

Enter the booking

For a request already in Enquiries, use Accept there so the existing hold and conversation stay linked.

  1. Choose Book or select an empty time in the week.
  2. Select the underlined time and room near the top of the card to change Day, Room, From or To. Use the agreed hire times; configured setup and cleanup gaps are included in clash checks.
  3. Under Who is it for?, enter the hirer’s name. Select an existing contact if offered, or enter their Phone and Email.
  4. Open Guests, deposit, notes to enter What, Guests, Price, Deposit and private notes. Check Price after changing the time or room. Enter 0 for a free hire.
The underlined slot opens date and room controls. Guests, deposit, notes opens prices and the email choice.

The underlined slot opens date and room controls. Guests, deposit, notes opens prices and the email choice.

The underlined slot opens date and room controls. Guests, deposit, notes opens prices and the email choice.

Example screens: use your own hall and booking details. On a small screen, scroll within the image.

Confirm it or hold it

Choose Book for an agreed hire. To send confirmation on saving, open Guests, deposit, notes and tick Email the confirmation; the hirer needs an email address.

Choose Hold if the hire is tentative. A hold expires unless it is confirmed or extended.

Read the result. If offered, Email [name] sends the confirmation. If the email fails, the booking still stands: retry the email or contact the hirer.

When a held hire is agreed

For an enquiry’s hold, use Accept on the request. Editing a hold or marking it paid does not confirm it. If an expired hold has disappeared, check availability before creating a booking.

  1. Open the manual hold and check its room, times and price.
  2. Choose Confirm booking. The same entry becomes confirmed, without releasing the reserved slot.
  3. To notify the hirer, choose Email [name] on the change bar. If it has closed, use Email confirmation in the booking details when offered.
  4. Check that the entry says Confirmed. Use Undo while offered if you confirmed it by mistake.
Confirm booking turns this manual hold into a confirmed entry; do not cancel and recreate it.

Confirm booking turns this manual hold into a confirmed entry; do not cancel and recreate it.

Confirm booking turns this manual hold into a confirmed entry; do not cancel and recreate it.

Example screens: use your own hall and booking details. On a small screen, scroll within the image.

If the room is already taken

Read the clash message, including setup and cleanup gaps. Agree another room or time with the hirer. If Book anyway is offered over someone else’s hold, read its consequence first: it can decline that hirer’s request.

Screenshots use an example hall and fictional details. On a phone, some navigation is under More or the arrow beside the Diary heading.

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