Tracking venue hire

Hire tracking now lives on each venue — open a venue and fill in its Hire details. (This used to be a separate "Venue bookings" page.)

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 Adminished 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

1. Go to Venue Bookings in the top navigation.
2. Click Add venue booking.
3. Enter the Venue name — this is just a label for your own reference (e.g. "Thornhill Community Hall" or "Riverside Sports Centre").
4. Set the Start date — the first day of the current contract period.
5. 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
6. 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.
7. Optionally enter the Cost per period (useful for budgeting) and any Notes — e.g. contact name and number, entry code, or booking reference.
8. 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 Adminished (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.

The quickest way is from the booking itself: open the booking and click + Add a room here under "Rooms at this venue" — the new room is linked to the hire automatically. You can also link an existing room by editing it (Rooms → Edit) and choosing the booking from the Hired hall dropdown. 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.

Related articles

• Managing rooms

  How to create rooms, assign them to weekly class slots, and let Adminished prevent double-booking automatically.

• Setting up classes

  Create a class, add a weekly schedule, set capacity and invite students to join.

• Events and camps

  How to set up one-off events, holiday camps and trips in Adminished: ticket tiers, sibling discounts, public booking page and post-event reporting.

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