User Guide - Hallmaster
Contents
1. 141 Hallmaster User Guide Registration Click the green Start Your Free Trial Here button on the main Hallmaster website and enter the required information Once you have registered you will be sent an email to the email address you gave during the registration period with your user information for your records Account Setup Once logged in you will see the Dashboard and a series of panels guiding you what you need to do to set up your account Please complete these sections in order Tip You can always go back and make changes to all sections of your account in the future so no need to worry if you don t have all the information at hand In order to make this process to be as quick and simple as possible you should follow the steps in the correct order Create your Hall or Venue Create your administrator roles optional Create your Hire Charge Rates Create your Rooms and Facilities Create a list of Activity Groups Add your list of Additional Line Items Invoicing Module only Add your list of Customers Add your current bookings Generate your Invoices Invoicing Module only separate instructions 10 Integrate Hallmaster with your own website a CONAN AWHN Step 1 Create your Hall or Venue Manage Halls Using the pencil edit icon on the right of your Hall name enter the details for the physical location of your Hall or Venue including the name address and contact information pl2. Classes etc Once you have added your Activity Groups if you are just using the Booking System you can now go to Step 7 on Customers If you are using the Invoicing please continue with Step 6 Hire Charges Step 6 Additional Line Items Invoicing Module only As well as the hire charges you can add additional items to your invoices These are items that you regularly charge for eg Deposits Discounts Table Hire Chair Hire Projector Hire Alcohol Licence PRS Licence etc These appear in a list when you create an invoice for a customer and can be selected along with the quantity 141 Hallmaster Step 7 Customers This is more or less the same as setting up an Administrator but without the User Roles and Permissions In the same way you set up an account for online shopping once set up and the customer has set their own password they can have access to their own bookings invoices and payment history They can also make additional booking requests from their account however the can NOT edit any exiting bookings They would need to put in a request to the Bookings Administrator for this Step 8 Bookings Add Requests Amend Single Recurring Regular Display Before adding any bookings you need to make sure that you have completely set up you Hallmaster account including lists of Activities Hire Charges and Line Items if using the Invoicing and your Customers Add a single booking The
3. booking process is similar to when you book a hotel online so after selecting the rooms or facilities you require select the start and end date of the booking or event Select the rooms or facilities for this booking the name of the booking eg Parish Meeting and the start and end date and time In the Customer section start typing the customer s name or email address and as long as they are in your customer list they will appear automatically along with the relevant activity If the customer has more than one activity linked to their account you can select the one you want from the drop menu Enter a description for this booking You can include a link to the customer s own website if you want as well Booking Privacy Events are displayed in the calendar and the system according to their privacy settings as follows Public bookings and contact details are displayed on the calendar Ideal for classes and public events Private show as Private Event on the calendar with no access by the public apart from the timings of the event Protected similar to private but the booking will have a unique access code for only the organiser and attendees to be able to view the event details 141 Hallmaster Booking Status Bookings can have a different status as follows Requested This is a booking normally made by the public from the online calendar and waiting to be confirmed Once made the calendar displays this as a requeste
4. cally Change individual dates in a recurring booking In View Bookings go to the booking you wish to View Amend Click on the Amend Individual link to open the booking for that date and make the amendments needed including different descriptions and rooms Please see separate sheets for Invoicing and Payment Tracking and Setting up and using Multiple Administrators SUPPORT here to help http support hallmaster co uk 01929 509846 option 2
5. ck box When you tick this you will be shown the recurring options Select which one you want and then add the number of occurrences These will automatically appear in a list below ii hallmaster Change or remove the dates and times that you know will clash with Bank and School Holidays or other bookings already in the system and then proceed in the same way as you do for a single booking How to Manage your Booking Requests People visiting your online calendar will be able to view availability for particular dates for the event they want to hold there They can make a provisional or requested booking directly from the calendar and you will be automatically notified by email and the calendar instantly updated to say that someone has made booking request You can then login to view the booking request and decide of you want to confirm it To do this click on Bookings and click on the Edit button next to the booking This will now display the complete booking details You can make any changes to the booking if necessary including the dates and times then change the Status from Requested to Confirmed Finally when you then click on Create Booking you have the option to add your own comments to the automatic email that is generated Click on Send and the event holder is automatically emailed to say that their event has been confirmed If you don t want to send a message select Finish This will update the calendar automati
6. d Booking until it is confirmed or removed If the invoicing module is enabled you can raise an invoice against this type of booking and make sure you have received payment before changing the status to confirmed Confirmed A definite booking This too can have an invoice raised against it This displays the booking name and details in the calendar unless set to private Removed These can be recovered and used again if required left in the bin or deleted by an administrator Special Requirements These are not visible by the public and appear against the booking in the printable list ideal for assisting the caretaker when setting up the Hall or Venue Admin Notes Only visible by the administrator Terms amp Conditions If you have entered a link to your T amp Cs when setting up your account you will need to tick this box before being able to proceed with the booking If this is a requested booking the tick will have been placed there already by the customer Create Update Send Booking Confirmations Once you have completed the booking you can send an email confirmation to the customer The email is automatically generated and includes the booking details plus the booking signature if you have created one The system and calendar is updated automatically Add Recurring Regular Bookings As with adding a single booking the process is the same all the way through apart from the use of the Recurring Booking ti
7. for their specific activity iii Opening and Closing Times The times you set here will be available to your customers when they make a booking request from the public view of the online calendar but as administrator you can override these times 141 hallmaster when adding and amending bookings Please note that the times are in 24hour format and 00 00 is the START of the day and Midnight is pre set to 23 59 These are an integral part of the system and cannot be changed Next tick the days of the week you wish to be open A list will automatically appear below with the opening times You can change these to have different opening times for each room or facility for each day of the week You can also choose to have different sessions or slots available to your customers such as Morning Afternoon amp Evening These slots can be flexible or fixed It s up to you Timings are done on a hourly basis across the system Click on Next to complete the Room Setup you can always go back in and change any of the timings later if you want by clicking on Update Room Details Add more rooms now or later Step 5 Activity Groups These are the main general headings for the type of activity you have at your venue Eg Classes Meetings Party Wedding etc We recommend you keep these as a more general heading as you will link these to your customers later along with more specific activities such as Yoga Classes Pilates
8. omatically on your invoices The number will increment each time you create a new invoice and can be reset whenever you want Eg Year End Example FVH 2015 0001 FVH 2015 0002 etc Step 2 Create your Administrators Because Hallmaster is managed online this means other authorised users can have access to the system along with different roles and permissions Enter their First and last name and email address Address details are not obligatory and if the administrator is also a customer you can add their activity later Tick the relevant boxes for their Roles and if necessary set them to Read Only to restrict them from actually editing bookings and invoices Please do NOT place a tick in the Customer box if they are an administrator You can now either just save them or clicking on save and email will message them asking them to set their own password to give access to their Roles 141 hallmaster Step 3 Hire Charge Rates Here you can create names of different Rates for your Rooms and Facilities eg Standard Rate Regular User s Rate Commercial Rate etc There is no need to set a rate name for each Room or Facility however as the amount for these rates is set in the Rooms Facilities page and can be easily seen in the Charges Matrix once you have finished Standard Rate Regular User Rate Room 1 15 10 Room 2 15 12 These Charges can then be linked in turn to your customers and more specifically to the activit
9. us a description of the premises and upload any pictures or logo if you want You can create and include your own signature messages These will be automatically included at the foot of the Booking Confirmation and Invoice Confirmation respectively and can be changed anytime For example ask for cheques to be posted to the Treasurer s address etc 141 Hallmaster They can also include images and links to other websites including PayPal where you could ask your customers to pay you using this method if you have a PayPal account Please note The signature you create will appear the same way in the auto generated email confirmations but will appear only as text on the Invoice PDF attachment if this module is enabled contact us for more information Additional Booking Form Items eg Alcohol Licence PRS Licence etc Tick the items that you wish to appear in the online booking form T s amp Cs Here you can put a link to the Terms amp Conditions page or document on your own website When you enter the address here it will automatically place a link to your T amp C page or document and a tick box that your customers need to tick before they can proceed and make a booking request Booking page link If you have a specific page on your website place the address here This will link from the listings on our website straight to that page Invoice Prefix and Invoice Start Number If using the Invoicing these will appear aut
10. y they do For example Jenny Smith runs a Yoga Class and has the Regular User Rate Invoicing Module only This will be used to automatically calculate the invoice you send to them for the rooms or facilities they have used Otherwise they are there just for your reference Step 4 Rooms and or Facilities i Details Firstly under the Rooms Facilities section click Create New Give it a title eg Main Hall Small Room Playingfield 1 etc and complete the rest of the information including a description of what the room could be used for and facilities available plus a picture If you don t want to allow the public to be able to make booking requests tick the box PLEASE NOTE DO NOT ENTER A ROOM AS WHOLE HALL or ALL FACILITIES Bookings are created for the Whole Hall or All Facilities by selecting ALL the rooms together li Images You can upload some images to help promote the room or facility and these will appear in one of the website integration panels later iv Price Rates You will see the names of the Hire Charges you set up previously Just enter the hourly charge for each rate for this room or facility To set up a charge for the Whole Hall you will need to divide the Full Amount by the number of hours the hall is open for and either place it in one of the room charges These amounts will be automatically calculated against each customer invoice for the amount of time they have spent using the Hall
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