If you ticked more than three of these issues, then maybe it's time to get a system that removes the headaches?
Regular hirers are your VIP space users. They come weekly, monthly (or just a lot!) and are a big part of your community. They might be hosting a regular meeting or they might be providing classes or a regular event that's hosted at your venue.
For many of the venues we work with, regular hire can make up 80% of your revenue - so these really are your most important customers.
But Most Important can also mean the MOST admin as well.
SpacetoCo helps you ditch the time draining processes so your time can be freed up to work on what matters to you.
The smartest way to manage your regular hirers
Here's what you can ⛔ STOP⛔ doing when you start using SpacetoCo
You'll never create or correct invoices ever again 😎
Mistakes on invoices happen because a booking is updated on a calendar or other system that is not connected to the billing system. SpacetoCo generates invoices from the record of what bookings happened, so they are always correct.
No more awkward 'Have you paid yet?' 😅 conversations
Regular hirers have their bookings payment collected by SpacetoCo in the same way you pay a mobile phone bill. If there are issues with nonpayment, we chase so you don’t have to.
.png "sq upsell pics (1)")
Monthly payment reconciliation done ✅
We reconcile all your bookings payments and send you one lump sum and a suite of financial reports. That means you only have to deal with 1 booking transaction a month, and all the revenue you receive is money you’ve earned.
.png "sq upsell pics (3)")
You don't have to be your regular hirer's 👩💻personal assistant
Regular hirers can see and request changes or cancel their own bookings, so you don’t have to.
Stop losing 💰revenue from late cancellations
Some regular hirers don’t tell you until after their slot that they won’t be using it. SpacetoCo makes it easy for them to cancel so you can give the slot to someone else and still earn revenue.
.png "sq upsell pics (5)")
😫 Don't put up with bad behaviour
Having a bookings tool, makes it easy to apply policies that nudge people to not take the p***! If people don’t show, the system will apply the policy you set. If people overstay, you can add that charge at a click of a button.
.png "sq upsell pics (4)")
No more faffing about trying to find 📆 availability for regular bookings
Scheduling in new regular bookings can feel like trying to solve an impossible jigsaw puzzle in your calendar. SpacetoCo will automatically calculate availability for 1000’s of new regular bookings, making it easy to schedule and book in.
.png "sq upsell pics (6)")
You don't need to ever look up another school/public holiday date 🎓
SpacetoCo knows all the local and national holidays and school holidays, making it easy to exclude these from a regular hirers bookings.
.png "sq upsell pics (7)")
No more digging about for your monthly reporting 📊
See all your casual, regular and internal bookings in simple dashboards or generate reports on revenue, attendees, duration, GST and heaps more at the click of a button.
.png "sq upsell pics (8)")
Want to chat about managing regular hirers on SpacetoCo?
Call us on +64 9 887 4698 (NZ)
+61 08 6102 1191 (AUS) or click to book a time that works for you.
Finally, a system that is purpose built for managing regular hirers at community venues
When we first built SpacetoCo, we had no idea about all the little things that pile up to make managing regular hires so hard.
A big community facility that had listed on our marketplace approached us and asked us to help make managing their regular hirers just as easy as the One Click Booking flow they had come to rely on for pay upfront customers. So we worked together to design and build something that is purpose built for community venues and really works!
The way we automate payments means you can cross a lot off your to do list…
" It's cut down our operating time of dealing with bookings 80%."
See how venues use SpacetoCo to give them time back to work on the work that matters most to their communities.
"I can manage bookings so quickly. It's cut down our operating time of dealing with bookings 80%."
Connie, Kete Aronui Arts Facility, Auckland
"It is one of the best systems I've used for ease, process & giving me time back to do other things"
Kendra, Kalamunda City Community Venues & Facilities
So, how much does it cost?
Managing regular bookings is the same 15% fee as our casual booking pricing, the only difference is you pay payment gateway fees (1-2.9%) in addition to this. But you so many more extra time saving features!
✔️ All your bookings revenue delivered in one neat monthly sum
✔️ Monthly financial and reconciliation done
✔️ All invoices and payment collection automated
✔️ Online regular hirer applications
✔️ Collect and save public liability insurance
✔️ Build regular hire rate cards
✔️ Enter 3 years of bookings upfront
✔️ Regular hirer self service dashboard
✔️ Regular hirers permissions management
✔️ VIP guest dashboard
✔️ See at a glance your highest revenue customers
✔️ Regular hirer report downloads
AND our team will help you manage the transition of all your regular hirers into SpacetoCo.
Here's how you can get return on the investment from moving to SpacetoCo's online booking tool
Save up to 80% of admin time
Free up staff & volunteer time to focus on growth activities, like programming, relationship building and other projects that can attract new hirers and partnerships.
All bills paid on time without chasing
Invoicing mistakes and unpaid bills cause you to lose revenue. Some venues report losing 10% revenue a year from unpaid bills. SpacetoCo has a 99.9% payment collection rate.
Increase revenue by 15-30%
Venues who move their bookings on to SpacetoCo see an increase in revenue because they've made it so much easier to be found and booked by new and existing customers. This growth offsets our fees to make it cost neutral.
Improve success of grant applications
On demand reporting gives you the data you need to communicate your impact. Venues report increased success in grant/funding applications when they use our data.
Let's do the maths!
Here's a worked example of how a typical centre can make SpacetoCo free to use from increased revenue.
15% sounds a lot, but in real terms, it's actually really easy to get return from this investment.
How to calculate the actual cost of using SpacetoCo and how it can return.
Your annual bookings revenue: $24,000
Monthly % SpacetoCo fee: $300
How this can be recouped:
One extra function booking a month e.g. $500
One extra regular hirer a month e.g. $75 a week x 4 = $300
Plus you didn’t have to spend funds on marketing or hire another booking officer to manage the extra work to grow your bookings!
Making a fiscally responsible decision for your organisation
Investing in modern software that can free up your team from repetitive admin is a good business decision for your organisation. Most venues we work with are charitable trusts, so it's important that you make good fiscal decisions that will help you grow revenue and continue to deliver for your cause.
Here's Richard, Chief Exec at the He Waka Eke Noa Trust that operates a rehearsal facility in Auckland talking about why investing in SpacetoCo has paid dividends for his trust:
Want to chat about managing regular hirers on SpacetoCo?
Call us on +64 9 887 4698 (NZ) +61 08 6102 1191 (AUS) or click to book a time that works for you.
You're in good company! Check out all these organisations that use SpacetoCo to manage their regular hirers....
Book a chat with one of our local team to see how managing regular hirers could work on SpacetoCo at your venue
One of our friendly team will help answer your questions and give you a guided tour of all the time saving features we've built to help make managing regular hire bookings a doddle.
Want to talk to someone now?
Call us on +61 08 6102 1191 (AUS) +64 9 887 4698 (NZ) or click the chat icon on the bottom right of our website.
Want help to explain this to your board?
Here's a cheat sheet you can download and take to your board or management team to help explain how SpacetoCo can help bring huge efficiency savings to managing regular hirers at your venue.
-2.png "Booklet front page shots transparent (1)-2")