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Payments

Ask a hirer for the hire fee or a deposit

Send what is due, and how to pay it, with your yes or with a booking you add yourself.

Hall managers3 min read

Where to goYour hall → Enquiries → select the request

Ask with your yes

The payment line appears when payments are on for the hall, the request is not from a regular hirer, and the hirer left an email address. Otherwise Accept works as it always has.

  1. Open the request in Enquiries. Above the Accept button, a line says what will be asked for and by when, for example £156.60 due by Thu 12 Nov, with the hire, the deposit and how it is paid underneath.
  2. To change the price, choose Change. Edit or remove any line, use + Add an extra or + Add a discount, and set the Deposit. This prices this booking only: your rate card stays as it is.
  3. If your listing has no price for the room, the editor opens by itself and asks What will you charge [name]? Accept stays greyed out until there is a hire price.
  4. Choose the Accept button, which now carries the amount. Read the Accept this request? dialog and confirm. The hirer is emailed the confirmation with what to pay.
The line says what the hirer will be asked for. Change prices this booking only.

The line says what the hirer will be asked for. Change prices this booking only.

A request in Enquiries with a payment line above the Accept button: £156.60 due, made up of the £56.60 hire and a £100 deposit by bank transfer, with a Change link.

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

Send an invoice, or ask for nothing

For a school, council or business, choose Change, then Send an invoice under How will they pay? Enter the Organisation and Send the invoice to; the Purchase order number and Billing address can be left empty. The booking is confirmed straight away and no deposit is taken. The note under the form says whether the invoice goes out now or after the event.

To say yes without asking for money, choose Change, then Accept without payment under the editor. The hirer gets the confirmation only.

+ Add a date puts a set-up day or a clear-down on the same booking: one request, one reference, one receipt.

Ask when you add a booking yourself

  1. In Diary, choose Book and enter the hirer’s name and Email.
  2. A tick box appears: Ask [name] to pay [amount] by [date]. It is ticked for you.
  3. Choose Book and ask to pay. The hirer is emailed your conditions and how to pay, and the message that follows gives the payment reference.
The tick box appears once there is an email address. Untick it for cash or no email.

The tick box appears once there is an email address. Untick it for cash or no email.

The diary’s new booking card with the hirer’s name and email entered, the box Ask Chris to pay £118 ticked, and the Book and ask to pay button.

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

Ask for a booking already in the diary

Open Payments. Under Bookings you’ve already accepted, tick Send [name] a pay link? beside the booking and choose the send button below. It is priced as accepting it now would price it. A booking with no email address cannot be asked, and regular hirers are not listed.

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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