Community hire
Give every community booking a clear path.
A local group needs a hall. Your team needs the right details, a considered decision and a clear payment record. Bring those steps together, from the first request to the day you open the doors.
A group requests the hall
OutcomeYour team is ready to welcome them
The working journey
Follow one request through the operation.
This example uses a space that needs approval before payment. The group books through your customer-facing page, while your team manages the request and its records.
Start with the customer’s request.
The organiser chooses the space, date and time, then submits their booking. The requested slot and customer details arrive together, giving the team a single record to work from. Staff can also arrange a booking on the customer’s behalf.
Your teamOpen the request from the bookings list.
Check the details against your policy.
Review the customer’s answers, policy acknowledgement and required documents where configured, alongside the chosen space and time. Consider the hire against your organisation’s policy before deciding. Manual approval stays a team decision, with access limited to people who can manage this venue’s bookings.
Your teamReview the booking details, supporting documents and hire policy.
Approve with a record your team can follow.
Approve the request when the details fit. An approval note stays internal, so colleagues can understand the decision. If the request cannot go ahead, decline it with a reason for the customer and release the slot for someone else.
Your teamApprove the request and add an internal note if useful.
Connect the payment and the customer update.
Follow the invoice through to payment and its receipt. If only part is paid, the outstanding balance remains visible. Configure booking and finance emails for the customer and the people who need to hear, then use the day board to prepare for their arrival.
Your teamCheck the balance, receipt and booking before the hire.
What your team takes forward
A useful handoff for the day ahead.
The person opening the hall can find the booking, while the people managing money can follow its invoice and payments. The decision and customer details remain connected to the same hire, even when different colleagues handle each step.
When the group returns every week