Scout SuiteHow-to guide
Hall hire
**Hall hire** in the sidebar has three pages: **Diary** for everything happening in the building, **Bookings** for outside hirers, and **Hirers** for who they are.
Watch this on its own pageAdd a hirer
On Hirers, Add a hirer with their name, the person you deal with and an email for invoices. Upload their public liability insurance certificate, with the date it runs out, and Record terms accepted once they've agreed to your hire terms.
Each hirer shows whether their insurance is in date, so an expired certificate stands out before their next booking.
Book the hall
On Bookings, New booking: the hirer, the room (or the whole building), what it's for, the date and times, and how many Weeks in a row for a regular booking. Set the Rate, per hour or per booking.
Check for clashes looks at every date against section meetings, events at that venue and other bookings in the same room. A clash doesn't stop you booking; it tells you what to sort out first. Then Book.
Change or cancel
Cancel one date, or Cancel this and later to end a weekly booking from that date on. Cancelled dates stay in the list, faded.
See the diary
Diary lists section meetings, events and hires day by day, four weeks at a time. A hire that clashes with something is marked in red with what it clashes with.
Invoice the hirer
On Bookings, tick a hirer's bookings, add a Deposit if you take one, and Raise invoice. That makes a draft invoice to the hirer's email, one line per date. Send it from Finance → Income & Payments → Invoices, where they can pay online like any other invoice.
Hire income shows in your reports as Hall hire income, under the charity accounts (SORP) heading Other trading activities.
For everything else Scout Suite does for your building, see Premises and hall hire.
Gift Aid can't usually be claimed on hall hire: a hire fee is a payment for using the hall, not a donation. Check HMRC's guidance before treating any of it as a donation.
Safety & HQ
More in this topic
Risk, incidents, GDPR, the building, and the kit in it.