Skip to content
HallMatch
Skip to guide

Payments

Return a deposit, or keep part of it

After the event, send the deposit back from the hall’s bank and mark it, or keep some with a reason the hirer sees.

Hall managers2 min read

Where to goYour hall → Diary → select the booking

A deposit paid to the hall’s bank

  1. After the event, the booking’s status line ends deposit to return, with a date beside Return it by. Diary → Payments counts it under Deposits to return and lists it under Needs you with Mark returned.
  2. Send the money from the hall’s bank first, to the account it came from. HallMatch does not move it.
  3. Open the booking. Under The [amount] deposit, choose Returned all of it, then the button I’ve returned [amount]. The hirer is emailed the amount.
  4. To keep part, choose Kept some of it, enter the amount under Kept, and write the reason under Why? The hirer sees that sentence. Send the rest from the bank, then choose I’ve returned [amount].
Send the money from the hall’s bank first, then mark it here. The hirer is emailed.

Send the money from the hall’s bank first, then mark it here. The hirer is emailed.

A booking’s side panel after the event, with the date to return the deposit by, Returned all of it chosen under The £100 deposit, and an I’ve returned £100 button.

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

If the damage costs more than the deposit

Choose Kept it all, and it costs more. Enter What it cost and the reason, and attach a receipt or a photo if you have one. The button then reads Keep [amount] and ask [name] for [amount].

The extra goes on the same reference and shows in Payments as owed. The hirer is emailed the cost, the deposit kept and your reason.

A treasurer who only checks payments is not offered this choice.

A deposit kept on a card

When a hirer pays by card, the deposit is not taken. Their card is kept on file, and the booking shows [amount] deposit, card on file and nothing taken.

It closes by itself five days after the event, on the date shown, and the hirer is told. If all is well there is nothing to do.

To charge for damage inside those five days, choose Claim some of it. Enter the amount under Claim and the reason under Why?, which the hirer sees, then choose Claim [amount] from [name]’s card. Only the amount claimed is charged. HallMatch takes nothing on a claim; Stripe’s own fee applies to what is charged.

If the card is declined, the hirer is emailed a link to pay another way, and it comes to Needs you if it is still unpaid after seven days. Nothing to claim, close it now lets the card go early.

Nothing is charged unless you claim. Claim is offered once the event is over.

Nothing is charged unless you claim. Claim is offered once the event is over.

A booking paid by card, with the hire fee paid and Stripe’s fee shown, and a £100 deposit marked card on file, nothing taken, with a Claim some of it button.

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

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

Open your dashboard

Keep going