Admin setup

Set up facility hire from scratch: configure the club-wide defaults, add your first facility, and manage the bookings that come in.

Set up and manage facilities in Admin > Facility Hire.

Configure default rules

Use Admin > Facility Hire > Settings to set defaults used when creating new facilities:

• Default Min Booking Notice Hours: how soon in advance members must book
• Default Max Booking Advance Days: how far ahead members can book
• Default Buffer Minutes: required gap between back-to-back bookings
• Default Cancellation Window Hours: window during which members can cancel
• Default Refund Window Hours: window during which refunds are issued
• Default Weekly Availability: open/close times by day
• Default Terms and Conditions: terms shown at booking time

Add a facility

1. Go to Admin > Facility Hire > Add Facility.
2. Enter Name, optional Category, Location, and Description.
3. Add Terms and Conditions if acceptance should be required at booking time.
4. Configure booking rules:
   • Minimum Notice (hours): how soon members must book in advance
   • Maximum Advance (days): how far ahead members can book
   • Buffer Between Bookings (minutes): gap required between consecutive bookings
   • Slot Interval (minutes): duration of available time slots
   • Cancellation Window (hours): how far before the booking members can cancel
   • Refund Window (hours): timeframe for refund eligibility
5. Configure Weekly Availability: open/close times for each day.
6. Set Active (available for booking): inactive facilities don't appear to members.
7. Save.

Manage bookings

Use Admin > Facility Hire > Bookings to:

• Search by member name or booking reference.
• Filter by booking status.
• Filter by facility.
• Export results.

You can also create bookings on behalf of members through the admin workflow.

Cancel a facility booking

Admins can cancel any booking at any time, regardless of the configured cancellation window. Refund eligibility can be overridden when cancelling.