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Guides 48

Accounting export If the hall's accounts are kept in Xero or QuickBooks Online, this gives the treasurer a file to import instead of typing every hire in again. If they are kept in a spreadsheet, the cash book gives every payment in…
Alcohol & music A paid bar at a birthday party, a raffle with wine, a band until midnight: each can need something the hall's own licence does not cover. Switch this on and every booking form — your website, the hirers' app and…
Annual report The figures your trustees, your AGM, the Charity Commission and grant funders ask for, from the diary and the invoices HallPro already keeps. Pick a period — usually your last financial year — and it is compared with the same…
Bank holidays HallPro knows the UK bank holidays for England and Wales, Scotland and Northern Ireland: it works them out, including Easter and the days that move when Christmas falls at a weekend, and checks them against GOV.UK's list once a week,…
Book and pay online Puts a Book and pay now button on your booking form, next to "Send an enquiry instead". A hirer picks a room and a time, presses it, pays by card, and the booking is confirmed and paid — nobody on…
Bookings A booking is a room, a hirer, a date, a start time and how long for. You pick the start and the duration rather than a finish time, because that is how a hall is actually hired — "two hours…
Calendar feeds A calendar feed puts the hall's diary into the calendar you already use — Google Calendar, Outlook, or the calendar on an iPhone — and keeps it up to date by itself. Add it once; new bookings, changes and cancellations…
Calendar sync Calendar feeds send HallPro's bookings out to Google, Outlook and Apple calendars. Calendar sync brings bookings in: connect the hall's own calendar, and anything somebody writes into it blocks the room in HallPro within the hour. HallPro reads the calendar…
Cancellation terms and refunds Write your cancellation terms once on Cancellations & refunds (under Money), for example: at least 28 days before, nothing to pay; at least 14 days, half; later than that, the full hire. The most notice that fits applies. In the…
Chasing unpaid invoices The Owed to the hall figures on the Invoices screen split what you are owed by how long you have been owed it. Money not yet due is normal; money owed for more than sixty days is the number to…
Committee roles Without roles, only whoever looks after the hall's website can open HallPro. That works for a hall run by one person, and not for a committee. With roles, each committee member can sign in with their own WordPress account and…
Compliance The things a hall has to keep in date: the fire risk assessment, PAT testing, the building's insurance, the PRS for Music and PPL licence, the fire extinguisher service, and the Charity Commission annual return. Add each one with the…
Conditions of hire Your conditions of hire are the rules every hirer agrees to: who is responsible for the hall during the hire, what happens about damage and deposits, noise, alcohol, clearing up, and so on. Write them once here. They appear on…
Country and language HallPro works for halls in 22 countries: the United Kingdom, Ireland, the United States, Canada, Australia, New Zealand, South Africa, France, Germany, Austria, the Netherlands, Belgium, Spain, Portugal, Italy, Denmark, Sweden, Norway, Switzerland, Singapore, the United Arab Emirates and India.…
Damage deposits A damage deposit is the hirer's money, held in case the hall is left in a state. It is not part of the hire fee, it never goes on the invoice, and until it goes back the hall owes it.…
Data protection People have the right to see what the hall holds about them, and the hall should not keep personal details longer than it needs to. HallPro helps with both. What you hold about someone. On a hirer's page on the…
Documents One place for the committee's papers: minutes and agendas, policies, the governing document, insurance schedules, risk assessments, accounts, building and maintenance papers. Upload them on Documents (under Committee), sorted by kind, each with its date and who uploaded it. Review…
Donations and Gift Aid Most village halls are charities, and much of what they are given comes with no Gift Aid claimed. On Donations (under Money): – A donate page ([hallpro_donate], or "Make the donate page for me") takes gifts by card through your…
Door codes For a hall with a key safe or a keypad lock: HallPro keeps the code, emails it to each hirer a set time before their hire (24 hours unless you change it), and reminds the key holders to change it…
End-of-hire checklist The sheet on the back of the door — lights off, heating off, bins out, doors locked — in the hirers' app. From the moment their hire starts until a few days after it, the booking has a Finish up…
Equipment and maintenance A register of the hall's equipment on Equipment (under The building): the boiler, the fire extinguishers, the defibrillator, the stage lights, the tables. For each: where it is, make and serial number, when it was bought, what it would cost…
Extras Extras are the things a hire can come with — the kitchen, stage lighting, the PA, tables and chairs. Each has a price, per booking or per hour, and can be limited to how many the hall has. Hirers choose…
Faults Somebody notices the heater by the stage is not working, tells somebody, who forgets. Now they report it: hirers from Your account in their app, committee members from the Faults screen here or from Compliance in the committee app. They…
Feedback The committee usually hears how a hire went only when it went badly. Switch on Feedback (under Bookings) and, the morning after each hire, the hirer is emailed a link to a short private page: a score out of five,…
Foyer screen A "Today at the hall" page for a TV or tablet in the entrance, set up on Foyer screen (under Apps). Each room shows what is on now and until when, what is next, and the rest of the day.…
Grants Keep track of the funders the hall has asked, or means to ask, on Grants (under Money): what it was for, how much was asked and awarded, the application deadline, when the money arrived, what the hall promised in return…
Group bills A group that comes every week can get one bill for the month, or one for the term, instead of an invoice for every session. Set "How they are billed" on the hirer's record; everybody else is still invoiced per…
Hall events The hall's own events: the Christmas quiz, a film night, the summer barn dance. Add one on Hall events (under Bookings) with its room, times, ticket price (and a second price for children or concessions, if you like) and how…
Heating & energy Two ways to charge for what heating and power cost the hall, set on Heating & energy under Money. Use either, both or neither. A heating charge, so much an hour, for hires that start in the heating season, say…
Hirers A hirer is whoever the booking is for: a person, a club, a parish council. Keeping them here rather than typing a name onto each booking is what makes the rest work — invoices know where to go, the rate…
Hirers' insurance Most halls ask every regular group that hires them — classes, clubs, anything run by an organisation — for a copy of their public liability insurance certificate each year. HallPro keeps them for you, with the document, the insurer, the…
Hirers' own details Hirers keep their own details up to date in their app: under Your account, Change my details lets them change their phone number, address, the group's contact person, and a second email address for invoices (a group's treasurer, or a…
Invoicing HallPro can raise an invoice by itself for every confirmed booking once it has finished, and email it to the hirer. Or you can raise them by hand from the Bookings screen. Put your hall on the invoice: your name,…
Job sheet What the caretaker or cleaner needs to know for a day, in one place: each booking's room and times, when the room is theirs from and must be cleared by (the room's setting-up and clearing-away times), how it should be…
Message hirers Tell hirers something once: the hall is closed for repairs, the car park is being resurfaced, the heating is off. On Message hirers (under Bookings), choose who: everybody with a booking between two dates, the regular groups, everybody with a…
Notifications and the icon's number Both HallPro apps can send a notification to a phone when something needs its person, and keep a number on the app's icon for how many things are waiting — like a mail app does. Committee app: new enquiries, bookings…
Online payments Hirers can pay their invoice online by card or Direct Debit, and HallPro marks it paid by itself when the money arrives. Connect one or more payment companies — Stripe (cards), SumUp (cards) or GoCardless (Direct Debit) — by ticking…
Opening hours and closures Opening hours are the hours the hall can be hired at all, set per day of the week. They are what stops somebody asking for a booking that runs past the time the building has to be locked. When a…
Price list The "Hire charges" page on your website, built from what HallPro actually charges, so it is never out of date. Put [hallpro_prices] on a page, or press "Make the Hire charges page for me" on the Rate Rules screen. For…
Rate rules A room has standard prices. A rate rule is a reason to charge something else: a lower rate for local charities, a flat fee for a children's party, a different price after six o'clock. Each rule can be priced by…
Rooms A room is any space a hirer can book on its own. Most halls have two or three: the main hall, a committee room, sometimes a kitchen or a bar that can go with either. Set a room up once…
Several halls For a parish council, trust or charity that runs more than one building — the village hall, the pavilion, the old school room. One HallPro for all of them. Each hall has its own rooms, opening hours, closures, safety checks…
Text reminders Emails get lost; a text the day before gets read. With text reminders on, hirers who have said yes are sent: – a reminder before their hire — "a reminder of your booking of Main Hall tomorrow, 7pm-11pm" — a…
Translations Every word HallPro shows, in every language, can be changed by the hall on Translations (under Settings): the admin screens, the help, the committee app, the hirers' app, the booking pages and the emails. On every plan you can change…
Waiting list When the time a hirer wants is taken, they can ask to be told if it comes free: on the Book screen in their app, "Wanted a time that is taken?". They choose the date and times, and see it…
What's on A page on your website listing the groups that meet at the hall — the yoga class, the toddler group, the choir — with their usual day and time and their sessions for the next few weeks. It comes straight…
Where to start Four things, in this order, and the hall is working: the rooms you hire out, the hours you are open, what you charge, and who your hirers are. Everything else can wait. It is worth doing in that order because…
Your website's time zone WordPress keeps one time zone for the whole website, and a brand-new site starts on UTC+0. That matches UK time in winter and is an hour out from the end of March to the end of October. HallPro uses it…