Hallmaster Online Booking System

We are now using the Hallmaster online booking system. You can still request a booking by phone, email or in person.

If you would like to visit the Centre and view our rooms before making a booking, please call the office 01323 482434 to arrange a convenient time.

Click here to see our diary. Or scan the QR code

How Do I Request A Booking?

1. Click on the link above to go to our Hallmaster booking diary
2. Go to the calendar view and click the blue cross next to the date you want to book.
3. At the top of the “Create Booking” page select the room you wish to book, from the menu (The Henry Twine, The Lounge, The Activity Room, The Meeting Room or The Committee Room 1)
4. You will then be asked to either log in, or create an account, if you are using it for the first time. (An account is needed so that you can track your booking status, any changes that are
   made, plus view any invoices and payments linked to that booking)
5. Complete the booking form (see below for full instructions, including repeat bookings) Press save – this automatically reserves the space for you and sends your request to the Admin Team.

When is a booking confirmed?

The Admin Team will receive your booking request and respond. Normally this will be done automatically and you will receive an email notification. If you are not a regular user the booking is confirmed once you have paid either the hire fee or a deposit. You can also check the calendar to ensure your booking appears.

How far ahead can I book?

As far as you like – see below for instructions as to how to make repeat bookings. Please note – you will be invoiced for bookings made – so if you work in terms you will need to only book the weeks you are actually holding sessions.

Can I make changes to my bookings?

Sadly not! Editing / changes to the booking form can only be made by an Administrator. To make changes please email polegatecc@gmail.com

Completing the booking Form

Rooms: Tick the room(s) that you want to include for this booking. If booking the whole Venue, make sure you tick the “All Rooms” box.

Event Name: This is the name of the event and if the booking status is set to Public, will appear in the calendars and will in turn link to the event description. This is ideal if you would like to promote your event. If you don’t want this to appear, you just need to set the booking privacy status to Private.

Start Date/Time: The start date and time of the event. If this is a recurring booking, this is the start date and time of the first event in the series. Please remember to include any time needed to set up for your event / meeting.

End Date/Time: The end date and time of the event. If this is a recurring booking, this is the end date and time of the first event in the series. (again please book any time needed to clear up after your event).

• 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 (remove the date from your list). Note: You
  cannot proceed with creating a booking request while there is a clash.
• Recurring Booking: If this is a recurring booking eg: for a class or course, tick this box to be given the different options of Daily, Weekly etc. along with how many additional dates you
  want to add to the 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 Admin Team to do this for you once the booking has been created.

Customer: Start typing your name or email address and your name will be displayed for you to select. (note: you need to type at least three letters to enable the auto-search) Alternatively, click on the drop down arrow to retrieve your details. If you are a new customer, click on the “Add Customer” icon and fill in your details. You will be emailed with a link to create a password for your account.

Description: You can put as much or as little information about the event itself, including prices, what to bring, tickets and include links to websites etc. Include start and end times. If you wish your event to be public this will “sell” the event for you.

Privacy: There are 3 privacy settings for bookings:

• 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.
• 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 (eg 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’
• 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: This should be just an approximate number

Special Requirements: You can use this to inform the administrator of additional details pertinent to your booking or ask questions.

Terms & Conditions: Please follow the link to our terms & Conditions and tick this box. By submitting the booking form you are agreeing to these.

Save Booking: Once completed, when you press Save, the request will automatically be sent to the Admin Team for processing. Note: You will also be shown a link that will take you to
your bookings and invoice

Additional Bookings: You can always make other booking requests from our Calendar/Scheduler, or by logging in using the Customer Login link at the top of the Weekly Calendar/Scheduler or by using this link using the Create New Booking button in your account.
Additional Dates: When creating a new booking request, to add additional dates, just change the number of additional dates and these will be added to the bottom of the list for you to amend if necessary. Tip: Make sure you regularly Re-Check the Availability. Large numbers of bookings in a series may take time to be checked by the system so please be patient!

View your Bookings, Invoice and Payments: Once logged in to your own account, you will be taken to a list of your bookings where you can see an overview of their dates, times and status, and any invoices that are due for payment. To make any changes email polegatecc@gmail.com

Download and Print Invoices: To view, download and print an invoice from your control panel, click on the blue Hallmaster icon on the far right to see a list of invoices linked to each booking. Next click on the icon to see the invoice details and download button. Click on this to get a copy of the invoice downloaded to your computer. You may have already received one automatically by email from the Admin Team.

View Payment History: When in the Bookings page, click on the blue Hallmaster icon on the far right to see a list of invoices linked to each booking. Next click on the icon again to the right to see the payment details.

If you need more help making a booking, please contact the Admin Team or watch the “How to book with Hallmaster” video https://www.youtube.com/watch?v=KMhF_fpvjHA