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Regular Hire Management Made Easy on SpacetoCo
A tool that really works to remove the stress of managing regular hire bookings and payments at your community venue.
How many of these regular hirer management issues do you deal with at your venue?
- The hirer doesn't use the regular slot, then asking for it to be removed from the invoice
- Complicated credit notes and refunds
- Mistakes on the invoice because they didn't tell you about the changes
- Very low rates that were agreed years ago and now it's too awkward to bump them up
- Not paying for gaps between bookings even though they are still using the space
- Entering bookings and having to work out when the school holidays are
- Getting them to commit to next year's dates
- Needing to be chased several times to pay the invoice
If you ticked more than three of these issues, then maybe it's time to get a system that removes the headaches?
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Regular hirers are your VIP space users
They come weekly, monthly (or just a lot!) and are a big part of your community. They might be hosting a regular meeting or they might be providing classes, or a regular event that's hosted at your venue.
For many of the venues we work with, regular hire can make up 80% of your revenue - so these really are your most important customers. But most important can also mean the MOST admin as well.
SpacetoCo helps you ditch the time draining processes so your time can be freed up to work on what matters to you.
The smartest way to manage your regular hirers
Here's what you can STOP doing when you start using SpacetoCo
You'll never create or correct invoices ever again
Mistakes on invoices happen because a booking is updated on a calendar or other system that is not connected to the billing system. SpacetoCo generates invoices from the record of what bookings happened, so they are always correct.
No more awkward "Have you paid yet?" conversations
Regular hirers have their bookings payment collected by SpacetoCo in the same way you pay a mobile phone bill. If there are issues with nonpayment, we chase so you don’t have to.
Monthly payment reconciliation done
We reconcile all your bookings payments and send you one lump sum and a suite of financial reports. That means you only have to deal with one booking transaction a month, and all the revenue you receive is money you’ve earned.
You don't have to be your regular hirer's personal assistant
Regular hirers can see and request changes or cancel their own bookings, so you don’t have to.
Stop losing revenue from late cancellations
Some regular hirers don’t tell you until after their slot that they won’t be using it. SpacetoCo makes it easy for them to cancel so you can give the slot to someone else and still earn revenue.
Don't put up with bad behaviour
Having a bookings tool makes it easy to apply policies that nudge people to not take the p***! If people don’t show, the system will apply the policy you set. If people overstay, you can add that charge at a click of a button.
No more faffing about trying to find availability for regular bookings
Scheduling in new regular bookings can feel like trying to solve an impossible jigsaw puzzle in your calendar. SpacetoCo will automatically calculate availability for thousands of new regular bookings, making it easy to schedule and book in.
You don't need to ever look up another school/ public holiday date
SpacetoCo knows all the local and national holidays and school holidays, making it easy to exclude these from a regular hirers bookings.
No more digging about for your monthly reporting
See all your casual, regular and internal bookings in simple dashboards or generate reports on revenue, attendees, duration, GST and heaps more at the click of a button.
Finally, a system that is purpose built for managing regular hirers at community venues
When we first built SpacetoCo, we had no idea about all the little things that pile up to make managing regular hires so hard.
A big community facility that had listed on our marketplace approached us and asked us to help make managing their regular hirers just as easy as the One Click Booking flow they had come to rely on for pay upfront customers. So we worked together to design and build something that is purpose built for community venues and really works!
"Rather than being caught up in administrative tasks, you can actually be doing stuff that helps the community."
Kendra Koranis, Kalamunda Community Venue
"SpacetoCo has cut down on our operating time of dealing with bookings by 80%"
Connie Boston, Kere Aranui Rehearsal Facility
So, how much does it cost?
Managing regular bookings is cheaper than our casual rates because you'll manage all your bookings through the platform.
- All your bookings revenue delivered in one neat monthly sum
- Monthly financial and reconciliation done
- All invoices and payment collection automated
- Online regular hirer applications
- Collect and save public liability insurance
- Build regular hire rate cards
- Enter 3 years of bookings upfront
- Regular hirer self service dashboard
- Regular hirers permissions management
- VIP guest dashboard
- See at a glance your highest revenue customers
- Regular hirer report downloads
AND our team will help you manage the transition of all your regular hirers into SpacetoCo.
Feature Highlights
Moving your bookings to SpacetoCo will save time and help you grow revenue
Here's how you can get return on the investment from moving to SpacetoCo's online booking tool.
Save up to 80% of admin time
Free up staff & volunteer time to focus on growth activities, like programming, relationship building and other projects that can attract new hirers and partnerships.
All bills paid on time without chasing
Invoicing mistakes and unpaid bills cause you to lose revenue. Some venues report losing 10% revenue a year from unpaid bills. SpacetoCo has a 99.9% payment collection rate.
Increase revenue by 15-30%
Venues who move their bookings on to SpacetoCo see an increase in revenue because they've made it so much easier to be found and booked by new and existing customers. This growth offsets our fees to make it cost neutral.
Improve success of grant applications
On demand reporting gives you the data you need to communicate your impact. Venues report increased success in grant/funding applications when they use our data.
You're in good company!
Check out all these organisations that use SpacetoCo to manage their regular hirers.
Book a chat with one of our local team to see how managing regular hirers could work on SpacetoCo at your venue
One of our friendly team will help answer your questions and give you a guided tour of all the time saving features we've built to help make managing regular hire bookings a doddle.
Want to talk to someone now?
Give us a call:
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Australia
+ 61 08 6102 1191
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New Zealand
+64 9 887 4698
United Kingdom
+44 7446953616
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How does SpacetoCo work?
Accept bookings in one click
Bookings data at your fingertips!
User friendly way to book your venues
Want help to explain this to your board?
Here's a cheat sheet you can download and take to your board or management team to help explain how SpacetoCo can help bring huge efficiency savings to managing regular hirers at your venue.
Download the Executive Summary
Complete the form below to download the guide.
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Free resources!
We have heaps of free resources, webinars, trainings and toolkits for people who work at community venues!
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How sports clubs can fill facilities gaps
Ideas and practical tips for your sports club spaces to become hubs for the community
4 tips to getting instant bookings
Download your free guide to get 4 hot tips to get instant bookings in your events space.
Effortless recreation facilities management
Learn about how SpacetoCo can help sports and recreation at your spaces flourish!
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See SpacetoCo in Action
Book a free, personalised demo with a local team member and discover how SpacetoCo can simplify your venue bookings, increase revenue, and better connect your community.
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