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The hall diary

Add a regular hirer

Enter a weekly or monthly group once, including any school-holiday breaks.

Hall managers2 min read

Where to goYour hall → Diary → Regular hirers → + Regular hirer

Set the repeating booking

  1. Choose + Regular hirer and enter Group and contact details.
  2. Set Day, Repeats, Time and Room. Room is required.
  3. Set Rate and its period, or leave it blank for a free let. Check From.
  4. Under Which weeks, choose Every week or Term time only. Check the bank-holiday choice separately.
  5. Read the preview, then choose Save regular hirer. Check any reported clashes before promising the sessions.
Which weeks controls school-holiday breaks. Bank holidays have a separate choice.

Which weeks controls school-holiday breaks. Bank holidays have a separate choice.

Which weeks controls school-holiday breaks. Bank holidays have a separate choice.

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

For term-time groups

  1. On Regular hirers, find School holidays. If your council’s dates are offered, choose Use [council]’s dates and review them before confirming.
  2. For your own break, choose + Add a holiday, or + Add a closure of our own when following council dates.
  3. Enter Name, First day off and Last day off, then Save. These are the days the groups are OFF, not the teaching term.
  4. Check sessions before, during and after the break. Use Change beside a holiday to correct it. All Term time only groups use the hall’s holiday dates.
Enter both ends of the holiday break. Review council dates too: groups may follow different holidays.

Enter both ends of the holiday break. Review council dates too: groups may follow different holidays.

Enter both ends of the holiday break. Review council dates too: groups may follow different holidays.

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

If one session cannot go ahead

Open the session in the diary and choose Skip a week… → Not this week → Skip [date]. Tell the group yourself; skipping does not email them.

To move just that session, choose Move this week, enter New day and the start and end times, then Move [date]. To change the pattern, choose Change every week → Edit the regular booking. To stop the group, choose End the regular booking and set its Last session.

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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