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Document Management
Cut the paper chase and streamline where your hirers documents are managed
Community venues often need proof of public liability insurance, alcohol permits or risk assessments before confirming a booking. When your process lives in email threads and folders, it slows everyone down and creates compliance risk.
SpacetoCo’s Hirer Document Management creates the entire workflow into your online booking system so you collect, approve and store essential documents alongside each booking. It’s a single source of truth that keeps you and your hirers on the same page while freeing you to work on the programmes and partnerships your community loves.
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Feature benefits
How managing and streamlining your hirers documents can save time and grow revenue
Centralise your paperwork
Link contracts, insurance documents and supplier files to the booking or customer record so everything is in one place.
Stay in the loop
Automatic email alerts notify hosts and customers when documents are requested, fulfilled, approved or nearing expiry.
Automate renewals
Set recurring documents like public liability insurance to auto‑renew; the system prompts hirers for new certificates ahead of expiry.
Protect your venue
Maintain a clear status trail—approved, requested, declined or archived—so you can audit compliance and mitigate risk.
Feature details
What you can do
Built-In Document RequestsPrompt hirers to upload required documents before you accept a booking. This creates a smooth, paperless onboarding experience and captures everything from insurance policies to group details in one form.
Smart Email Notifications
Both hosts and hirers get timely emails when documents are requested, submitted, approved or about to expire, ensuring that nothing falls through the cracks.
Automation and Auto-Renewal
Turn on auto‑renewal for documents that expire. SpacetoCo automatically requests new uploads when documents are due to lapse and the hirer has upcoming bookings.
Template Library and Customisation
Start with pre‑built templates for common documents like public liability insurance or alcohol permits. You can tweak names, icons, colours, descriptions, fulfilment options and expiry settings to fit your venue’s workflow.
See it in real life
The City of Onkaparinga uses requesting documents during the booking journey to full effect.
Their community centre, Wakefield House and other venues, hosts require hirers to upload a public liability certificate; if it’s missing, the system automatically adds a $15 administration fee on confirmation. These results show how integrated document workflows cut admin and keep everyone compliant.
Hirers appreciate the clear transparency and venue managers love the ease.
"It's a complete game changer. It's really easy to use, and that's I think that's the most important thing. It's really easy for the customers to respond and give us give us the correct information that we require to approve their booking."
Adam Morris, Community Facilities Team Leader
Trusted by Hundreds of Councils and Community Centres Across The Globe.
From large local governments to grassroots community hubs, SpacetoCo is already powering hundreds of spaces just like yours.
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Ready to Simplify Your Bookings and Grow Your Impact?
Let us show you how SpacetoCo can reduce admin, increase revenue, and create a better experience for your community.
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