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Lettings & community use

For the helpdesk team

Lettings & community use

Section titled “Lettings & community use”

A letting is an external party hiring a room (sports hall, drama studio, classroom suite) outside of school operating hours. The lettings register tracks what’s booked, who’s responsible, whether the safeguarding pre-checks were done, and whether the invoice has been raised.

What’s on a letting

Section titled “What’s on a letting”
  • Reference — your internal booking reference. Often a code like LET-2026-014.
  • Hirer name + organisation — the responsible adult and their org. “John Smith, Hampshire Gymnastics Club”.
  • Purpose — “Weekly gymnastics training”. Surfaces in the calendar tooltip.
  • Room — which room. Bookings without a room (e.g. whole-site weekend hire) aren’t yet supported; raise multiple bookings.
  • Starts at / ends at — full datetime range.
  • Status — enquiry, confirmed, active, completed, cancelled.
  • Invoice status — not_invoiced, invoiced, paid, overdue, refunded. Drives the chase list.
  • Effective charge — pence value. If total_charge_pence is set on the letting it is used directly; otherwise it is calculated from the letting’s own hourly_rate_pence × duration in hours.
  • Insurance evidenced — flag. Has the hirer produced public liability insurance covering this hire? Required by most policies before the row can move to confirmed.
  • Safeguarding checks done — flag. Has the hirer’s DBS status been verified? Required when minors are present.

Workflow

Section titled “Workflow”
  1. Hirer enquires. Raise a row in enquiry status while you check the date.
  2. Capture insurance evidence (PDF upload, paper file ref in notes).
  3. Confirm safeguarding pre-checks against the hirer.
  4. Move to confirmed. The booking now shows on the room calendar.
  5. After the hire, set invoice status to invoiced and pass to finance.
  6. Finance marks it paid once the funds land.

Gotchas

Section titled “Gotchas”
  • Cancelled rows stay in the register — don’t delete them. Audit needs to see why a slot was kept open then released.
  • Effective charge recalculates on each render. If total_charge_pence is not set and you change the letting’s hourly_rate_pence, the displayed figure will change. Lock in the agreed sum by setting total_charge_pence explicitly if the rate is being negotiated.
  • The lettings register doesn’t currently issue invoices itself. The number goes out via your finance system; the register just tracks the status.
Section titled “Related”