Your hall earns its keep
Plenty of schools hire out the hall, the gym or the theatre in the evenings and weekends. Track who had it, what they were charged, and what it brought in — without any of it touching your staff records.
Kept separate, on purpose
The local dance company is not a staff member and should never appear as one. External bookers live in their own list, with a contact name, organisation, email and phone.
- Added in seconds while you make the booking, or kept as a standing list
- One record per email address, so repeat hirers do not pile up as duplicates
- Their full booking history in one place, ready for an invoice query
- Deactivated rather than deleted, because the history is the point
Hire revenue, this year
| Organisation | Bookings | Revenue |
|---|---|---|
| Sally's Dance Company | 45 | $630.00 |
| Titirangi Netball Club | 33 | $620.00 |
| Lynfield Community Choir | 26 | $200.00 |
Illustrative figures.
Free for staff, charged for hire
A price sits on each option, with a switch for whether it applies to everyone or only to outside groups. Staff see that the hall has a rate; they are simply not charged it.
Per option, per slot
Hall $45, sound system $10, kitchen $40. Book all three across four periods and the total comes to $380.
Worked out as you go
The running total updates on the form, so whoever takes the booking can quote there and then.
Stored on the booking
The charge is saved against the booking, so reporting and the CSV export tie back to what was agreed.
Usually the office, on their behalf
In practice most hire bookings are made by school staff, not the group itself. Office staff pick the organisation and record the booking against them.
Outside groups can also be given access to check availability themselves without a password, using a sign in link sent to their email address. They see what is free and their own history — never another booker's details.
Booking for
Only staff with the booking manager permission see this. Everyone else books in their own name.
Find out what your hall is worth
We will show you how hire tracking works with your own rates and resources.