Free or paid facilities, rates, peak hours and taxes
Keep a facility free, charge everyone, or charge only some bookers: outside hirers, other Entities or your own staff. Rates by the hour, half day, day or booking, with evening and weekend rates, minimum charges and taxes.
PLANSFrom Growth
The problem it solves
- The hall is free for staff but should cost outsiders, and the office works out each price by hand.
- Weekend and evening rates live in someone's head.
- The other institution on the campus uses the auditorium all term and is never billed.
- A hirer is quoted one price on the phone and invoiced another.
How it works
- Open the facility's Charges tab and choose Free for everyone, Paid for everyone or Paid for some bookers.
- For some bookers, tick who pays: Charge Own Company, Charge Other Companies, Charge Outside Bookers.
- Add rates: who it is for, the unit, the price, a minimum charge, taxes, and the hours and weekdays it applies.
- Fill in a Security Deposit if outside hirers should leave one.
- When someone books, the price and deposit are shown before they confirm, in Book a Facility and the app.
- Outside hirers pay online first; other Entities get a statement; your own staff's charges are recorded on the booking.
Everything it does
Who is charged
- Free for everyone (the default), Paid for everyone, or Paid for some bookers
- Booker categories: Own company, Other company on the site (the booker's Entity is not the owner), Outside booker (a portal login)
- Paid for some: Charge Own Company off, Charge Other Companies on, Charge Outside Bookers on, to start with
Rates
- Units: Per hour, Per half day, Per day, Per booking
- For Everyone or one booker category; a label shown on the invoice, such as "Evening (peak)"
- Hours From and To (0 to 24 to start with) and weekdays (all ticked to start with)
- Minimum Charge, taxes and currency
- Rates on the facility type are used for facilities without their own
- The facility's rate before the type's, the booker's category before Everyone, then by order
How the price is worked out
- The rate is chosen by the weekday and time the booking starts, in the site's time
- Half day and day count the facility's opening hours of that day (8:00 to 16:00 without hours), rounded up to whole blocks
- Below the minimum charge, the minimum is charged
- Priced services are added per unit, with their taxes
- The booking shows untaxed, taxes, total and deposit; the booking list shows the total
Who uses it
Facility managerSets the charging mode, rates and deposit of each facility.
BookerSees the price and deposit before booking.
Accounts staffFollow invoices, statements and the revenue report.
Where you use it
- Web: the facility's Charges tab, the facility type's rates, the price panel in Book a Facility, the Charges tab of the full booking form
- The SmartMy Facility app: the price and deposit before booking (built and in testing, not in the stores yet)
- Booking portal: the amount and deposit on the booking page after booking; not before booking yet
What you control
Settings
- Charging mode: Free for everyone
- Charge Own Company: off; Charge Other Companies: on; Charge Outside Bookers: on
- Security Deposit: none
- Rate hours: 0 to 24, every weekday
Notifications
- Facility Booking Payment Due: to outside bookers when a charged booking is confirmed (see online payment)
Questions
Can a facility stay free for staff and cost outsiders?
Yes. Choose Paid for some bookers and tick only Charge Outside Bookers. Staff book it free; portal users and hirers pay.How do we set a weekend rate?
Add a second rate with the weekend price, Saturday and Sunday ticked and the weekdays unticked. The rate matching the start of the booking is used.Does a booker see the price before booking?
Yes in Book a Facility and the app, with the lines, taxes, total and deposit. On the portal the amount shows on the booking page once it is made.Is charging in Starter?
No. In Starter every facility is free. Charges, payment and deposits start in Growth.Related features
CHARGES AND PAYMENTOnline payment, with the slot held until the deadlineAn outside hirer of a paid facility pays online before the booking is confirmed. The time is held for them until the deadline; if they do not pay, the invoice is cancelled and the time is freed.CHARGES AND PAYMENTSecurity deposits and refundsOutside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.CHARGES AND PAYMENTCharge statements to other companies, and the revenue reportOther Entities on the site get one invoice a period for their charged bookings. The revenue report shows charges, refunds, deposits and damage by facility and month.SERVICES AND PROBLEMSServices with a booking: tea, projector help, extra chairsA booker asks for tea, extra chairs or projector help with the booking. When the booking is confirmed, the team that does it gets a to-do due before the setup time, and marks it done.PUBLIC HIREA public page for hiring your facilitiesFacilities you open to the public are listed on a page anyone can read, with each day's free and taken times. Hirers create an account, give their phone, ID proof and address, and book with your approval.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.