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Facility hire

Facility hire lets members book club spaces such as pitches, courts, halls, and rooms.

You can run facility hire as a member booking flow and an admin-managed workflow.

Preview feature

Facility hire is currently in preview. Some features may change before general availability.

Contact the ClubPal team to enable this feature for your club.

Before you start​

  • Members must be signed in to book.
  • The feature must be enabled for your club before the Facility Hire menu appears.
  • Admins need the Manage Facility Hire permission to access Admin > Facility Hire.

See Permissions for permission setup.

Key concepts​

Facility A bookable space, for example "Main Pitch", "Court 1", or "Meeting Room A". Each facility has its own availability schedule, pricing tiers, and optional photos and amenities.

Availability schedule Defines when a facility can be booked, day by day. You set opening and closing times for each day of the week. Days can also have multiple open windows.

Pricing tier Defines the price for a specific duration. A facility can have multiple tiers such as 60 minutes, 90 minutes, and 120 minutes, each with its own price.

Buffer An optional changeover period added after each booking. The buffer is not included in the member's booking time; it is only used internally for scheduling.

Blockout A period when a facility, or all facilities, is unavailable. Use blockouts for maintenance, club training, bank holidays, or any other time you want to prevent bookings.

Booking reference Each confirmed booking is assigned a unique reference code shown to the member and visible in the admin booking list.

How it works​

Members can browse available facilities, check availability, and book slots. Admins set up facilities with pricing, availability windows, policies, and manage all bookings.

  1. A member selects a facility, chooses a date, and picks an available start time.
  2. They select a duration and review the pricing for their membership tier.
  3. After accepting any terms and conditions set for the facility, they proceed to checkout.
  4. A pending booking is created immediately, holding the slot while payment is completed.
  5. Once payment is received the booking is confirmed and a confirmation email is sent to the member.
  6. If payment is not completed within the checkout window, the pending booking is released automatically.

Global defaults​

Before creating facilities you may want to configure your club-wide defaults at Admin > Settings > Facility Hire. These defaults pre-populate new facilities and reduce repetitive configuration.

Email notifications​

ClubPal automatically sends transactional emails to members for key events in the booking lifecycle:

  • Booking confirmed
  • Booking cancelled
  • 24-hour reminder

Emails are only sent when the club has email notifications enabled and the member has not opted out.

Guides​