Payments

See who has paid, and record a payment

Check a payment has arrived, mark it received, and record cash or a cheque.

Hall managers3 min read

Where to goYour hall → Diary → Payments

Read the Payments list

Diary → Payments shows four figures for the month: To check, Owed to the hall, Deposits to return and Received in [month]. Below them are three tabs.

Needs you lists payments a hirer says they have sent, payments that are overdue, and money to return. Waiting for hirers lists what has been asked for and is not yet due. Done lists what is settled.

Select a hirer’s name to open that booking’s money in a side panel. Download for the accounts gives one row per payment for the month.

A treasurer invited to Check payments sees this list and nothing else of the hall: no enquiries, no diary, no bank details.

Diary → Payments with the month’s four figures above the Needs you tab, listing an overdue payment, a hirer who says they have paid and a deposit to return. — Each row’s button is the next thing to do: Decide, Received or Mark returned.

Mark a bank transfer received

When a hirer taps I’ve sent [amount] on their pay page, whoever checks the account is emailed Check for [amount] from [name], and the booking shows Says paid under Needs you.
Look in the hall’s bank account for a transfer with the reference in the Ref column.
When it is there, choose Received on the row, or It’s arrived in the email. The email’s button opens a page with one button to confirm.
If a different amount came in, open the booking and choose A different amount came in. Enter what was Received and choose what happens to the rest: ask for it by a date, take it on the day, or let it go.
If it is not there, choose Not arrived yet and the hirer is asked to check. Transfers can take a day.

A booking’s side panel saying Mark says they paid £172.00 and to check the account for reference MVH-0101, with a Received £172.00 button and links for a different amount or not arrived yet. — Look for the reference in the hall’s bank before you choose Received. The hirer is sent a receipt.

Record cash, a cheque or another payment

This is for a booking that has been asked to pay through HallMatch. One that never was keeps the diary’s own Mark paid, a tick for your records.

Open the booking in the diary and choose More for this booking (⋯) → Record a payment. From the Payments list, open the booking’s side panel and choose Record a payment there.
Under How was it paid?, choose Cash, Cheque, Transfer or Card reader. Check the Amount and Received on. The Note is seen only by the hall.
Choose the Save button, which carries the amount. The hirer gets a receipt listing every payment.

The Record a payment dialog with Cash chosen, the amount and the date it was received, an optional note for the hall, and a Save £172 cash button. — The Save button repeats the amount and how it was paid, so you can check both before saving.

If a payment is late

The hirer is reminded two days before the due date, unless they were only just asked. The day after it, the booking shows Overdue under Needs you. Nothing is cancelled on its own.

Open the booking, or choose Decide on its row, and pick one: Give [name] until [date], It came in another way, or Release the date, which cancels the booking as not paid and tells the hirer. Once the event has started, Let it go takes the place of Release the date.

Nudge [name] on a waiting row sends the hirer a reminder now.

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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