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Free Webinar: The Next Generation of Community Venue Bookings
Across Australia and New Zealand, councils are rethinking how they manage facilities — moving away from manual, fragmented processes toward more .
Highlights
Challenge
The City of Melville was managing bookings across a diverse range of community venues using outdated Pathways software.
This created a process that was:
- Slow and heavily reliant on paper
- Prone to human error
- Burdensome for staff due to manual data entry, invoicing, bond handling, and repetitive communication
- Frustrating for customers, with no real-time availability or streamlined booking experience
Overall, the system limited operational efficiency and negatively impacted both staff workload and customer satisfaction.
Solution
After a successful 12-month trial at the Heathcote Cultural Precinct, the City of Melville implemented SpacetoCo across its community venues.
The platform delivered:
- Real-time, customer-facing availability and booking functionality
- Automation of administrative workflows, removing manual data entry
- Streamlined bond and financial management processes
- A modern, intuitive, self-service booking experience
The system was progressively rolled out across key venues, transforming how bookings were managed at scale.
The Goolugatup Heathcote Reserve is an outdoor wedding space within a heritage-listed riverside setting, featuring open lawns, mature trees, and scenic river views.
Click here to view the Goolagatup Heathcote Reserve space on SpacetoCo.com
Outcomes
Key Results and Efficiencies:
- Significant Revenue Uplift: The initial trial at Heathcote Cultural Precinct resulted in an extra $5,000 in annual revenue (after SpacetoCo fees), proving that a simple, available online booking experience directly increases income.
- Drastic Reduction in Administration Time: Staff time previously spent on manually checking availability, back-and-forth emails, and tedious data re-entry was virtually eliminated. Officers no longer need to manually log bookings, reconcile bonds, or print twelve A4 pages of daily reports.
- Zero-Friction Bond Management: The complex, multi-step process of raising, receiving, reversing, and repaying bonds (which previously required manual re-entry of hire fees) was replaced. SpacetoCo now handles bond pre-authorisation/retention post-booking, simplifying the process to a single click for staff if a deduction is required.
- Elimination of Human Error and Debt Chasing: By having customers enter their own details and automating all payment and bond transactions, the system virtually eliminated the high likelihood of manual data entry errors and the need for staff to chase customers for bond or hire fee payments.
- Improved Customer Experience: Customers moved from submitting paper forms and enduring lengthy email exchanges to a simple, real-time online booking and payment process. The provision of live chat support by SpacetoCo further improved customer service outside of the City's operating hours.
- Enhanced Team Communication & Oversight: The digital platform archived all customer communication and transaction stages in one place, replacing the outdated "physical Bookings Binder." This allowed casual, weekend, and various site staff (including grounds and irrigation) to easily track the status of all bookings across all City sites.
The transition to SpacetoCo resulted in a complete shift from a manual, staff-heavy system to an efficient, digital-first platform..png?width=1280&height=720&name=City%20of%20Melville%20(Org%20Page).png)
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