User Guide

1 Logging in

There's no password. You log in with your email and a one-time code. Only people the club has added can log in.

1. Enter your email and choose Send login code. If you see Send the code by, you can pick Email or Mobile (SMS).
2. Enter the 6-digit code you're sent and choose Log in.

The login page remembers the address you last used. If it's not yours, choose Use a different address.

2 Finding your way around

What you see depends on the kind of login you have:

For club users, the top bar has:

• Dashboard — the season's total cost, hours and bookings, by venue, term and month.
• Bookings — every booking, with filters, a list and a calendar.
• Finances — Bills (what we pay the venues) and Invoices (what OMC pays us).
• Settings — Import, Venues, Seasons, Dates, and Users if you manage users.
• Help — this guide, Submit a Question, My tickets and Club feedback.

Under the top bar, All and the venue codes (BHS, BPPS, BSC, DISC, GPS) take you to the dashboard or one venue's page.

Pages show one season at a time. Change it with the Season filter on the page.

The head of a page. On the club's working pages — Bookings, Bills, a bill, a venue and its Rates — the heading and its numbers are always shown, and under them sits About this page and actions, folded. Open it for what the page is for and its buttons, always in the same groups: Go to (another page, such as Add a booking or Create a bill) and Download (Export CSV, the file for Xero). Once opened it stays open on that page until you close it. A warning that needs acting on is never inside the fold, and a bill's Mark paid stays beside its heading. If you log in for OMC, Add a booking stays in plain sight on your bookings.

Finding what you want works the same way on Bookings, Bills and Activity. The counts across the top are switches: press one - Awaiting confirmation, say - to show only those, and it turns red; press it again to show everything. Type in the search box and the list narrows as you type; the × empties it. Everything else is under More filters, folded: tick as many venues, statuses, terms or kinds as you like - the list shows any of them - and choose Apply. What is on is shown under the search as a row of tags, each with its own × to take it off, beside Showing how many of how many. Clear all takes everything off but the season. The address in your browser is the list you are looking at, so a reload or a bookmark keeps it, and Export CSV downloads exactly that list.

The buttons look the same everywhere: a red button is the one thing a form is for (Save, Check this file, Log in); a white button with red text goes to another page, downloads or cancels; a pink-edged button removes, cancels or stands something down, and always asks first; a small underlined action belongs to a table row.

3 Adding or changing a booking

A booking is one court or room, on one date, from a start time to a finish time.

1. Choose Add a booking on the Bookings page or a venue's page, under About this page and actions.
2. Pick the Venue, the Court or room and the Date.
3. Enter the Start and Finish times. For classrooms, leave the times empty and set Rooms.
4. Add a Purpose if it helps, such as "U14 Boys training".
5. Choose Save booking. The page shows how it was priced.

Enter a booking once, start to finish — the app splits it into rate bands for you. The season comes from the date. If a venue bills a booking with a season, set Billed with to that season.

To change a booking, click it in the list or calendar, edit it, and save. A Tag groups bookings, such as OMC's; filter Bookings by the tag to see just those.

Team Sheets reads the training times from here. Its Training Roster shows which hours the club has each court for, and shades the rest. It counts a booking as a court we have for training when it is confirmed, on a weekday and has no tag — weekends are game days, and a tagged booking is that group's court. So if a weekday booking is for somebody other than the club's own teams, give it a tag, or Team Sheets will show that time as ours. Team Sheets is sent the times only: never what a court costs, what a booking is for, or its notes.

A booking's Status is one of:

Not playing a session we hold? That's standing it down — and a time the venue itself isn't available is a block, which is not the same thing.

4 Standing down, or blocking: which to use

Two different things, and which you use decides what happens to everything else booked that day.

Standing a booking down

• One booking: choose Stand down beside it on Bookings, or open the booking and use Stand this booking down. Give a reason — it's shown with the booking and on the venue's bill.
• A whole date at one venue: on Bookings, tick that one venue under More filters, then use Stand down a whole date at the foot of the page. Pick the date, give a reason and choose Stand down that date.
• Putting it back: open the booking and choose Put it back on.

Standing a booking down makes no block: the slot stays as it was, and the same court and time can be booked again. That's the point — the venue hasn't taken it away, we've just not used it.

Blocking a slot

• Go to Settings → Dates and, under Blocks, choose Block a slot: the venue, the date, the court or the whole venue, the times or the whole day, and the reason. Load a blocks file does a year at once.
• Every live booking inside the block is stood down as the block goes on, with the block's reason. Nothing inside a block is ever charged for.
• A booking added into a block afterwards stays live. The top of Dates says so and Stand them down puts it right.
• Remove takes a block off, and leaves the bookings stood down — putting one back on is a decision, so do it from the booking.

Seeing both together

A venue's page has one card, Dates nothing was played, holding both: Venue unavailable where there's a block, Stood down where we stood bookings down, with the reason beside each and the date opening that day's bookings.

5 How each venue charges

You never choose a rate. The app works it out from the venue, date and time.

Each venue's page has a By rate band card showing how its season's hours and cost fall across the bands.

6 The calendar view

On Bookings, tick one venue under More filters and choose Calendar. You get a row per date with every court side by side, and the date's total at the end. Tick a Term to see one term. Click any cost to open that booking.

The shading means:

7 Changing a lot of bookings at once

1. On Bookings, filter to what you want and choose Export CSV, under About this page and actions.
2. Edit the file in Excel or Numbers — change times, add rows, or set Status to cancelled with a Cancel reason.
3. At the foot of Bookings, open Change many bookings at once, choose the file and choose Check this file.
4. Check what's new, what's changed and any rows it couldn't read. Nothing is saved until you confirm.

8 Reading the costs

The Dashboard shows the season across all venues: total cost, hours and each venue's share. A venue's own page breaks its season down By court, By rate band, By term and By month.

9 Bills and invoices

A bill is what we pay a venue. An invoice is what OMC pays us. Both are made from the bookings.

Billing a venue

1. Go to Finances → Bills and choose Create a bill.
2. Choose the Venue and Period (a school term or a month, depending on the venue). Check What this bill will hold below the form.
3. Leave Bill number blank to get the next number. Change Bill date or Due if needed, and save.
4. On the bill, choose Download for Xero. In Xero, import it under Bills to pay → Import and choose tax exclusive.
5. When it's paid, choose Mark paid on the bill and enter the date.

Catch up old bills, on the Bills page, makes paid bills for past periods that were billed outside the app, so they stop showing as not yet billed.

Invoicing OMC

1. Go to Finances → Invoices and choose the Term.
2. Choose Raise invoice. Each term is invoiced once.
3. Download it for Xero and import it under Sales → Invoices → Import, choosing tax exclusive.
4. When OMC pays, choose Mark paid under Invoices raised.

Each season's Xero Job is set on Settings → Seasons.

10 Rates and a price rise

Each venue's prices are held for the dates they apply, so a price rise part way through a season is handled for you.

• Change a price: open a venue, choose Rates, edit the numbers and choose Save rates. Bookings in that period are re-priced straight away.
• A new price from a date: choose Add a price period. It copies the current prices, so you only change the ones that are different.
• No rate: a booking on a date no price period covers shows No rate instead of a cost, and the venue's Rates page says how many there are. Add a price period for those dates; a bill can't be made over them until you do. BSC's prices run July to June, so it needs a new period every 1 July.
• Many prices at once: use Export CSV on the Rates page for the layout, then load the file under Change many prices at once at the foot of the same page. You'll see every change before it's saved.

11 Terms, fixture, holidays and blocks

Settings → Dates holds the calendar the club books around. Each part can be exported as a CSV, edited and loaded back.

The app also blocks training days the club never uses: the Monday of a long weekend with no games, and weekdays before a school term starts. If one is wrong for a year, choose Remove on that block.

Settings → Seasons lists each season with its dates. Its dates come from the fixture; you can change a start or end date there, and Use the fixture's dates puts them back.

12 Venue names and contacts

Settings → Venues lists each venue. You can change its name, how it bills us, its Xero billing contact, notes, and the contact's name, email and mobile, then save. The contact also shows on the venue's own page.

A venue's code and courts can't be changed here.

13 Giving someone a login

For people who manage users.

1. Go to Settings → Users.
2. Under Add a user, enter their Email, and their Name and Mobile if you have them. With a mobile, they can get their code by text.
3. Under Sees, choose Club user, their venue (a venue user), or a tag such as OMC (a tag user).
4. Tick Can confirm or decline bookings for a venue user who should confirm bookings, or Can manage users for a club user who should manage logins. Then save.

A venue's contact can be given a login straight from Settings → Venues: choose Give … a login beside the venue.

On the Users list, the ⋮ menu beside each person has Edit, Log in as (to see the app as they do — Return to my account in the banner takes you back) and Remove.

14 If you log in for a venue

You see only your own venue: My venue (its hours and costs), Bookings and Bills.

If you can confirm bookings, on Bookings you can:

• Confirm or Decline a requested booking.
• Stand down a confirmed booking, giving a reason.
• Choose Put back on to undo your own stand-down.

The club is told when you do any of these. Times, courts and prices stay with the club — use Submit a Question if one needs changing.

15 If you log in for OMC

Account shows what's Not yet invoiced, what's Invoiced, owing and what's Paid. OMC bookings lists your bookings, with a calendar and Export CSV.

• Add a booking, or open one to change its date, times or court.
• Stand one down with a reason. Put back on undoes your own stand-down.

The club is told when you stand a booking down or put it back on.

16 Importing the workbooks

Only for putting the Winter 2026 or Summer 2026/27 season back the way a venue hire spreadsheet had it - those are the only tabs it reads. Bookings live in the app now, so this isn't part of setting up a season.

1. Go to Settings → Import, open In case of Emergency and choose one or more .xlsx files under Choose the workbooks.
2. Choose Check these workbooks. Nothing is saved yet.
3. Check each venue and season: the bookings found, and the app's total beside the workbook's own total.
4. If it looks right, choose Import. Otherwise cancel and nothing changes.

If a season's total doesn't match the workbook, check that venue's Rates first. If the check names a tab it had to skip, that tab wasn't loaded — check its counts before importing.

What's been loaded, on the Import page, lists past imports.

17 Activity and Features

For people who manage users.

Activity lists what people have done, newest first. Narrow it with the search box, and under More filters the From and To dates and the Events and Who tick lists - as many of each as you like. Page views are hidden unless you tick them or All. View daily activity summary shows counts per day.

Features lists new features that can be turned on or off for everyone.

Offline for an upgrade (read-only) is one of them, for the hour the club's data is being moved to a new release. While it is on, every page can still be read and carries a red banner saying so; anything that would save — a booking, a confirmation, an import — is refused with a plain notice, for the club, a venue and a hirer alike. Logging in and out still work, and so does Features, so it is turned off again there. Leave it off otherwise.

18 If a number looks wrong

• A booking costs more or less than expected. Open it and check How this booking is priced.
• A whole venue's season looks off. Check that venue's Rates cover the season's dates.
• A booking is missing. Check the Season filter — an early October date belongs to Summer, not Winter.

19 Asking the club

Ask BlazerBot — the button with BlazerBot's face in the top bar, right after the app's name, or Help → Ask BlazerBot — is, where the club has switched it on, a chat about how Venue Hire works, for anybody who can log in: type a question and press Enter (or Send), and it answers in a few lines, with a link to the part of this guide it came from. It also knows About the club — what the club is and does, and the season in numbers: players and teams by age group, volunteers by role, the season's dates and venues, as totals only. Follow an answer up in the same chat — “and what if it rains?” — until you press New chat or come back the next day. It can't see what's booked, what anything cost, or what's on a bill, so for a figure that looks wrong, or anything about one booking, ask the club below. Say whether an answer helped: Not helpful is how this guide gets fixed. Twenty messages a day each.

Not sure what to ask? Press What can I ask you? on an empty chat — or just ask it — and BlazerBot lists the kinds of question it can answer for you, with examples, and what it can't.

1. From the page it's about, open Help and choose Submit a Question.
2. Under What's it about? choose Login, Functionality or Other.
3. Say what you were trying to do and what happened.
4. Optionally add up to 3 screenshots, photos or PDFs under Screenshots or files.
5. Choose Send to the club.

The club sees which page you were on. Help → My tickets lists your questions from all the club's apps; Club replied means there's an answer waiting.

You're emailed when the club replies. Open the ticket to read it and answer at the bottom, or just reply to the email — write above the quoted message. Replying to a closed ticket reopens it.

Can't log in? Choose send the club a question on the login page and the club will reply by email.

For an incident, injury or the facilities, use Help → Club feedback.