SCUBA
Block Bookings
Our Software
Trusted By More Than +10,000 Users
The Planner Module
The Scuba Contract / Block Bookings Management Planner module will handle future bookings, as far in advance as required, for birthday parties, special events and block bookings for clubs and schools.
The software allows users to book more than one facility at the same time, add setup notes, allocate charges, schedule payment terms, and send out electronic confirmation PDFs by e-mail.
Scuba Contract / Block Bookings Management
Key Features include:
With the Scuba Contract Planner feature users can book space onscreen for dates in advance of the normal booking range. This tool is suitable for one off special events, a club weekly booking or an in house activity. A range of dates can be booked as simply as a single date, and dates can be excluded as required.
The history of each contract hirer’s bookings is kept under their unique contract reference and can be viewed or edited as required either before or after completion of the booking.
Our module allows an individual account to be created for each hirer detailing the hire charge, cost per unit and number of units. The payments may be scheduled on an individual date, weekly or monthly, up front or in arrears.
The Arrears Letters facility enables the contract administrator to automatically produce a reminder letter to be sent to the contract hirers for all outstanding payments. The Debtors Report module provides a total of the amounts outstanding or a breakdown owed by each individual hirer.
The Planner allows users to create single or repeat bookings for various events and combinations of facilities, including: a main hall and cafe for a birthday party, a pitch and changing room for a football game, a swimming pool and meeting room for swimming clubs.
Scuba stores all reservations in a single, shared file so any club, group or school bookings will automatically appear on the booking sheets used by staff at reception. Available space is automatically checked during the booking process and conflicts are flagged to allow immediate resolution.
The details of the hirer are stored on the integrated membership database to simplify repeat bookings.
All contract payments can be traced through the accounting module that provides the hirer’s details, payment date, instalment date, amount and receipt number. This information can also be printed for audit purposes if required.
Bookings are made and administered from the diary page, where available space can be viewed, and specific courts and times can be marked. This selection protocol allows the user to make multiple selections on a single booking sheet or a single selection on a multiple booking sheet.
The auto-book feature ensures it is simple to book the whole hall, and the repeat option allows users to book between two dates, until a certain date or for the next ‘x’ number of weeks.
Free form notes may be added to any booking in the Planner using the integrated editor.
Ongoing correspondence between a centre and the hirer such as: Public liability insurance certificates, confirmation of instructor qualifications, DBS checks for coaches, may be stored and hyperlinked from the booking notes to provide a full correspondence history and event details for staff.
Bespoke reports/invoices can be produced to include details such as part payment dates, account charges, a hirers address, confirmation of hire letters, and conditions of hire.
There is a staff app available to display and interrogate the booking sheets from a mobile device or a Diary List that can be printed. These features allow the duty manager, caretaker or key-holder to manage the set up of events and changeovers effectively.
