Payments

Set up payments for your hall

Choose what hirers are asked for and where they pay. The money goes straight to the hall’s own bank account.

Hall managers3 min read

Where to goYour hall → Payments (under More on smaller screens)

Before you start

Only the person in charge of the hall on HallMatch can set up payments. Anyone else is shown who to ask.

Have the hall’s account name, sort code and account number to hand, with a recent bank statement or a letter from the bank showing the account name and number. A PDF or a photo (JPG, PNG or HEIC) will do.

Hirers pay the hall’s own account. HallMatch never holds the money.

Go through the four steps

Open Payments and choose Set it up · 3 minutes. Home may show the same button on a card called Get paid when you say yes.
Step 1, What should hirers pay? Under When you accept a booking, ask for, choose The hire fee and deposit together, The deposit now, the hire fee later, Just the deposit or Just the hire fee. Enter the Deposit if you take one and how many days after you accept it is due. Set the two switches, Confirm the booking when the payment arrives and Ask hirers to agree to your conditions first, then choose Next: where hirers pay.
Step 2, Where should hirers pay? Enter the Account name exactly as the bank has it, the Sort code and the Account number. Choose Add the statement or letter and pick the file. Tick I’m allowed to say where [hall] takes payments, then choose Next: who checks it.
Step 3, Who checks the account? Tick who should get the “Check for £…” emails, or use Or add the treasurer by email and Invite them to check payments. The person in charge always gets them. Choose Next: look it over.
Step 4, Look it over, then turn it on. Check What a hirer sees. Add the Charity number if the hall has one, and switch on [Hall] is registered for VAT only if it is. Tick I accept the HallMatch payment terms for the hall and choose Turn on payments.

Step 2 of setting up payments, Where should hirers pay?, with the account name, sort code and account number filled in, a bank statement uploaded and the permission box ticked. — Bank details are sent once, at this step. The statement must show the same account name and number.

While the bank letter is checked

Payments shows We’re checking your bank letter. A person at HallMatch checks that the letter shows this account, and that it belongs to the hall or its trustees, before hirers are told to pay it. You are emailed within a working day.

Meanwhile everything else works: accept bookings and mark payments by hand, as before. If the letter cannot be checked, step 2 says why and asks for a different one.

When it is checked and you have finished step 4, Payments shows Payments are on and the other managers are told.

The Payments page saying We’re checking your bank letter, with the account given shown by its last four digits and a button to upload a different letter. — Everything else keeps working while a person at HallMatch checks the letter.

Once payments are on

From your next yes, hirers are asked for what you chose. Under Bookings you’ve already accepted, tick Send [name] a pay link? beside any upcoming booking that has not been asked, then choose the send button below, for example Send 2 pay links. Regular hirers are not listed: they keep paying as they do now.

To change what you ask for, choose Change what hirers pay on Payments. Bookings already asked to pay keep what they were asked for.

To let hirers pay by card as well, choose Where hirers pay.

The Payments page saying Payments are on, with two bookings accepted earlier each ticked to be sent a pay link, and a Send 2 pay links button. — Untick any booking you would rather not ask, then send the rest their pay links.

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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