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 length of time before it.

Income is money received in the period, whenever it was invoiced. That is the receipts-and-payments basis most small charities report on. What was invoiced, and what was still owed at the end, are shown beside it.

How full each room was is the hours booked against the hours it was open, from your Opening Hours, less any whole-day closures. Getting your opening hours right makes this figure right.

Print it for a meeting, or download it as a spreadsheet for your independent examiner. The annual report is on the Premium plan.

For example: A grant form asks how many groups use the hall and how often. The report lists every group with six or more bookings in the year, what kind of hirer they are, and how many hours they used it for — which is the answer, in the order the form wants it.

Questions people ask

Why does it not say how many people came?
HallPro does not record attendance, and a figure it guessed would be one nobody could put their name to. It counts what the diary actually knows: hours of use and how many different groups.

Our financial year does not end in March.
Change “Financial year ends in” at the top of the report. Every period it offers follows it.

A booking went past midnight on the last day of the year.
Only the hours inside the period are counted, so the rest belongs to the next year. Nothing is counted twice.