A booking plan everyone can see. Venue scheduling for clubs with shared plans and clear booking rules.
Kids' gymnastics on Monday, volleyball on Tuesday, the clubhouse for the anniversary party on Saturday. In many clubs, one person keeps the booking plan in a spreadsheet. Anyone who wants to swap a slot writes to them and waits. Double bookings only come to light when two groups stand at the same door.
Why the booking plan takes so much coordination
In a multi-sport club, many groups share a few halls, pitches and rooms.
Every request goes through the hall manager or a committee member: by phone, by messenger or in the corridor after training. When they are on holiday, the question about the free Saturday waits.
With a booking plan every section can see, requests reach the hall manager in an orderly way, and they still decide who gets the hall when.
What changes for the booking plan
Today
One plan, one person
You only find out whether the hall is free by asking and waiting.
Double booked
Two sections plan for the same slot, and nobody notices in time.
Changes travel by word of mouth
Some coaches hear about cancellations and swapped slots too late.
After
One plan for everyone
Sections, coaches and committee see the same current bookings.
Overlaps become visible
The software warns before anyone gives away a slot twice.
Changes reach everyone
If a session is cancelled, the groups affected are notified automatically.
What the software can take on
Every venue in one plan
Halls, pitches, clubhouse, meeting rooms and the club minibus sit in one overview. Each section sees what is booked for it.
Understand requests
If someone writes "the small hall, Saturday after next", AI enters date, venue and group as a suggestion. The booking only becomes binding once the person in charge confirms it.
Answer booking questions
Whether the small hall is free on Friday evening comes straight from the current plan, without private parties or contact details.
How we work
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01
Review the plan and requests
We look at your current booking plan, the council's hall times and what the sections want.
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02
Decide where to start
Often a plan everyone can see is enough at first. If many requests arrive by email, AI can sort them into the plan later.
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03
Build and support
We build the software, import your existing plan and show the sections how to use it.
Bookings, courses and members
A new course needs a free hall slot, and a weekend tournament often needs a registration list too. So the booking plan can later be connected to a registration system, and with the membership list connected, every coach sees who belongs to their group.
Questions about venue scheduling for clubs
We use council-owned halls. Does that still work?
Yes. You enter the times the council has allocated to your club and divide them among sections and groups. You update the council's changes by hand, or automatically if its system offers a tested interface.
Who can add and change slots?
You decide. Everyone authorised can see the plan, but only the people you choose can change it. Requests from everyone else are collected for them.
What does digital venue scheduling cost?
That depends on how many venues and groups you plan. Small software for associations starts at €500, and non-profits can get a discount depending on the project. After the free first call we give you a price range and, on request, check funding.
Can we bring our existing plan?
Yes. We import your plan from Excel and go through it with you. Beforehand we agree where the data is stored and who can access it, and check whether providers may use it for AI training.
Show us your booking plan.
Describe how your club allocates halls, pitches and rooms and agrees changes. In the first call, we assess whether a shared plan would make coordination easier.