Useful information
Add and maintain Hirer details, apply discounts and manage insurance requirements
Add a Hirer
- On the Lettings tab click on Hirers
- Click on Add hirer
Enter details of the Hirer as follows:-
| Option | Function |
|---|---|
| Name | Enter the name of the organisation or individual eg ABC Training. This is a mandatory field. Add your own organisation as a Hirer if you wish to book out rooms for internal meetings, even if these are FOC. |
| Primary contact | Enter the Title, Forename, Surname, Address details and any other contact information you wish to record. If you wish to record a separate contact for invoicing purposes, select the Invoicing contact option and enter this contact's details. |
| Invoicing contact | Enter invoicing details if different to Primary contact details. If no separate invoicing details are added, the system will use the Primary Contact details for all correspondence. |
| Contact preference | Select Letter unless using the SCO Communications module, then select Email |
| Price band | Select the price band that applies (or most usually applies) to this hirer. Changes can be made to the price band charged to this hirer at the time of recording a booking if this default does not apply on a particular occasion. |
| Discount | If the hirer normally receives a discount on their bookings, then enter the % discount awarded. Changes can be made to the discount given, at the time of recording a booking if this default does not apply on a particular occasion. |
| Insurance cover | Select Unknown if you don't know or do not need to keep track of insurance for this hirer Select Invoiced if you wish to add an automatic insurance charge to any generated invoices Select Third-party - expires: if hirers arrange their own insurance cover. Record the date that their insurance is due to expire |
| Notes | Use the Add button to display a new Notes form to enter any notes you wish to record for this hirer. You can enter as many notes as you need for a hirer by clicking the Add button again after saving a note. Reminders can be set against saved notes should you need a user to be notified either on a given date or when making a booking for this hirer. |
- Click on Save to record any changes you have made.
Recording further information:
- Select the Details tab at the bottom of the hirer record to enter:
- Category: If you wish to organise your hirers into groups (eg Sports teams, Charitable organisations) a category can be added. To add a new category simply type the heading you wish to use, or select one you have previously created from the drop down list.
- Web page address: Enter the URL of the webpage that the hirer uses.
- Default booking description: Enter any default description you would like to use when adding a booking for this hirer (eg U12s Football).
- Click on Save to record any changes you have made.
To Edit a hirer that already exists, double click the hirer's record from the main Hirers screen.
- Click Save to record any changes you have made.
For further help see:
