Venue bookings
What venue bookings are for
If you hire a hall, court or pitch on a fixed-term contract — a 10-week school term, a quarterly agreement or an annual lease — you need to know when that contract expires so you can renew it before another group takes your slot.
Venue bookings in Clubroll track each contract's start date, period and expiry date. You get an amber warning 30 days before expiry and a red alert once a booking has lapsed.
Add a venue booking
- Go to Venue Bookings in the top navigation.
- Click Add venue booking.
- Enter the Venue name — this is just a label for your own reference (e.g. "Thornhill Community Hall" or "Riverside Sports Centre").
- Set the Start date — the first day of the current contract period.
-
Set the Period — how often the booking renews. Enter a number and choose
weeks, months or years. Common values:
- 10 weeks — a typical school term
- 3 months — a quarterly contract
- 1 year — an annual lease
- The Expiry date is calculated automatically. You can adjust it manually if your contract ends on a specific date that doesn't match the calculation exactly.
- Optionally enter the Cost per period (useful for budgeting) and any Notes — e.g. contact name and number, entry code, or booking reference.
- Click Save booking.
Renewing a booking
When a booking is within 30 days of expiry (or has already expired), a banner appears at the top of the booking detail page with a Renew booking button. Clicking it extends the expiry by one period (e.g. adds 10 weeks to the current expiry date).
You can also renew from the booking detail page at any time using the Renew now button in the Renew section at the bottom of the page.
Status colours explained
| Colour | Meaning |
|---|---|
| 31+ days left | Active — no action needed |
| 1–30 days left | Renewal due soon — arrange renewal now |
| Expired | Contract has lapsed — contact your venue immediately |
Linking rooms to a booking
If you've set up rooms in Clubroll (e.g. "Main Hall", "Studio A"), you can link each room to the venue booking it belongs to. This gives you a clear picture of which rooms depend on a particular contract.
To link a room: go to Rooms, click Edit on any room, and use the Venue booking dropdown to select the relevant booking. Linked rooms appear on the booking detail page under "Rooms at this venue".
Archiving a booking
When you leave a venue permanently, archive the booking from the detail page. This removes it from the active list without deleting the historical record. Archived bookings can be viewed by your admin if needed.