We are currently using the Hallmaster Online Booking System to manage bookings at the hall. This brief guide will show you how to make the most of it as a customer.
To make a booking request from the weekly calendar or scheduler, click on the + symbol on the date and room you wish to book. If you are making a booking request for the first time, you will be asked to enter your contact details and a password so that you can track your booking status, any changes that are made, plus view any invoices and payments linked to that booking, much in the same way you would with an online shopping website.
Additional Information
Once you have done this, you will need to complete the rest of the booking request form as follows:
- Rooms: Tick the room(s) that you want to include for this booking. If booking the whole Venue, make sure all the boxes are ticked.
- Name: This is the name of the event you are booking.
- Start Date/Time: The event’s start date and time. If this is a recurring booking, this is the start date and time of the first event in the series.
- End Date/Time: The event’s end date and time. If this is a recurring booking, this is the end date and time of the first event in the series.
- Recurring Booking: If this is a recurring booking for multiple dates, tick this box and choose the booking frequency (e.g. Daily, Weekly, etc.), along with how many additional dates you want to add to this series. Individual dates in a series can be amended to a different date or time. To move an individual date in a series to a different room, however, you will need to ask the Hall or Venue Administrator to do this for you once the booking has been created. Make sure to click on the green Check Availability button. If there is a clash of bookings at any date, time or room, a red error message will display saying ‘The dates of this booking clash with other dates in the calendar, or they don’t end after they begin’. You can then check the weekly calendar or scheduler at the top of the screen to see where the clash is and amend the booking accordingly. Note: You cannot proceed with creating a booking request while there is a clash.
- Booking Type: This is the general ‘type’ of booking you are making. Choose from the options the venue has setup to indicate what kind of booking this is. If you are unsure what to enter here, contact your venue administrator.
- Description: You can put as much or as little information about the event itself, including prices, what to bring and links to websites, etc.
- Privacy: There are 3 privacy settings for bookings:
- 1. Private: The Weekly Diary and Scheduler will only show the time the event is booked for and whether the booking is Requested or Confirmed. The booking will display as ‘Private Event’ and not show your Event Name, description or your contact details.
- 2. Public – Contact Details Hidden: The Weekly Diary and Scheduler will show the Event Name and a link to the description, but will hide your contact details (e.g. name, email address, telephone number, etc.), once the booking has been confirmed by an administrator. If the event is still to be confirmed, the calendar will continue to display as ‘Provisional Booking’
- 3. Public: The Weekly Diary and Scheduler will show the Event Name and a link to the description and your contact details, once the booking has been confirmed by an administrator. If the event is still to be confirmed, the calendar will continue to display as ‘Provisional Booking’
- Number of People Attending: Here, you can indicate how many people are expected to attend your event. The venue may have made this a required field, in which case you will need to enter a value in order to continue with your booking.
- Special Requirements: This can be a list of any specific requirements, such as tables and chairs, use of the kitchen, etc.
- Terms & Conditions: If this tick box shows, then the venue has provided a terms and conditions document that you will need to agree to before proceeding with your booking.
- Save Booking: Once completed, press Save, and the request will automatically be sent to the Hall or Venue Administrator for processing. You will also receive an email from us confirming that the request has been sent – this is not confirmation of your booking. You will then be taken to your Hallmaster dashboard to view your bookings and invoices.