An overview of Book-Online
What is Book-Online?
The fully functioned administration mode enables multiple volunteers to manage the booking process from their own PC or laptop; the system calculates the booking cost based on the facilities and times selected and can either automatically generate a single invoice or allows the administrator to create a custom invoice for the booking. The bookings tracking feature allows treasurers to reconcile payments against bookings and helps to keep track of invoices and payments.
Save time on administration
Volunteer time is precious but often they cannot commit to being "in the office" all the time to take booking requests and reply to other enquiries. Book-Online allows multiple admins to work remotely and collaborate to ensure that bookings are managed efficiently from initial request to final payment. No more conflicting bookings and everyone has the information they need to make each booking a success.
Public calendar & estimates
Prospective customers can check the online calendar to find out when rooms are free. They can view the facilities on offer and make a booking request without having to contact the centre. The system automatically generates an estimate of cost based on the times and resources selected in real time so that a customer can decide if they wish to proceed to make a booking request or not. When a booking request is made, the system alerts both the customer and the administrators via email.
Invoicing can be time consuming, our system helps you generate, send and track invoices and payments at the click of a button.
Built in reports provide the duty volunteer with the day's or week's bookings, room configurations, equipment requirements - all in real time avoiding out of date paper copies. Other reports track income per room and space usage; to give a complete picture of how the centre is being utilised and to assist in future resource planning.
Book-Online is used by community buildings, village halls, sports centres and small businesses across the South West. In this section, you can see some examples of how other centres have customised their Book-Online systems.
Get in touch with us today for a referral to a local community centre that uses Book-Online.
The Community Centre @ Christ Church is an exciting new space at the heart of Old Town, Swindon. It replaces the old leisure centre that has given loyal service to the local community for over 40 years.
Days since launch
Key features of Book-Online
An always up-to-date public facing calendar helps cut down on enquiries for timeslots that have already been booked
Your booking administrators can generate and email invoices for bookings with a single click
Manage facility & resource requirements, monitor occupany rates and keep track of overdue invoices and unpaid bills
Add your logo, set the font & colour scheme and upload photos to personalise your booking system
Facebook & Twitter
Post your news articles, upcoming activities and public bookings to your Facebook and Twitter accounts
Keep track of how people are interacting with the system with the analytics dashboard powered by Google
PayPal & Stripe
You can connect a PayPal and/or Stripe account to Book-Online to take online payments for your bookings
Training & setup
We provide face-to-face training and setup support for up to 3 users and 3 months of follow up telephone support
Technical support is available by phone and email on weekdays. Please refer to the pricing plans for details
EU privacy compliant
Book-Online transfers and stores data in compliance with the EU Data Protection Directive (Directive 95/46/EC)
All data transfers to and from the Book-Online servers are protected with the latest encryption tools from Amazon
Newly launched features in Book-Online will help you meet your obligations to ensure you are GDPR compliant
Plans & pricing
You can try Book-Online for free for 30 days without obligation
£ 30 /mo1 month free when paying annually
£0 - £20,000 p.a.
Manage facilities at one location
Replies within 72 hours
£ 50 /mo1 month free when paying annually
£20,001 - £50,000 p.a.
Manage facilities at two locations
Replies within 24 hours
Occupancy & financial reports
£ 100 /mo1 month free when paying annually
£50,000 + p.a.
Manage facilities at multiple locations
Email & telephone support
Replies within 24 hours
Occupancy & financial reports
Website visitor analytics
Demo system and FAQ
We offer training and support to help you get started with Book-Online. We can provide a 1 day face-to-face training session and set up support for £300 for up to three users. This includes three months telephone support to ensure you get off to a smooth start. We can also provide online training via Zoom for £200 for up to three users. The format is 2 x 2 hours (preferably on consecutive days). After the initial training period, if required, you can choose our support contract which gives unlimited telephone support for £30 per quarter.
The system is designed to act as a fully featured website and booking system. As such, it represents great value, enabling volunteers to create a professional web presence. Built-in content management complements the on-line booking functionality enabling news, activities and events to be promoted keeping the site live and up to date which, in turn, keeps it up the search engine rankings. You can also easily link out to a Facebook or Twitter account.
Book-Online can handle multiple pricing regimes as well as user definable peak/off-peak period pricing. This generates an initial, system estimate of cost as a provisional booking request is being made. Bookings are always fair - they are made on a first come first served basis. Automated pricing can be overridden if required but pricing rules help to ensure consistency for room pricing.
Book-Online can be integrated with any PayPal or Stripe account to accept online payments for bookings. The system can also be configured to feature your bank details or other payment methods and these settings are reflected on the invoices produced. The system enables treasurers or cashiers to reconcile payments made against bookings and can produce income and debtor reports to help you keep track of your finances.
We think you will be delighted with the help that Book-Online can provide to your volunteers to enable smooth, time efficient and effective booking and centre management. We do ask for a minimum of six months advance payment but should you decide the system is not for you, just give us 30 days' notice - we will extract a copy of your booking data and let you have it in either TXT or CSV format and refund any complete months back to you.