1 Logging in
There's no password. Only people added as Venue Hire users can log in, and they do it with their email and a one-time code.
- Enter the email address you were added with, and choose Send login code.
- A 6-digit code is emailed to you. It works for 10 minutes.
- Enter the code and choose Log in.
You stay logged in while you're using the app, and are logged out after 8 hours without activity.
Check your spam folder, and check you typed the exact address you were added with. For privacy, the login page never says whether an email is a user, so a mistyped address looks just the same. Resend code works once every 30 seconds. After 5 wrong tries a code stops working — request a new one.
3 Entering a booking
A booking is one court or room, on one date, from one time to another. Enter it once, start to finish — you never split it yourself.
- Choose Add a booking from the Bookings page or a venue's page.
- Pick the venue, the court or room, and the date.
- Enter the start and finish times.
- Add a purpose if it helps — "EDJBA games", "U14 Boys training".
- Save. The page then shows exactly how it was priced, band by band.
Book a BSC court from 5:00pm to 9:00pm and the app charges 5–6pm at the off-peak rate and 6–9pm at peak, and shows you both lines. The old workbooks needed two rows typed by hand to do the same thing.
For a classroom-only booking, leave the times empty and set the number of rooms. Rooms are priced by the room, not by the hour.
A booking's status is one of:
4 How each venue charges
Every venue prices differently, and the app knows each one's rules. You never choose a rate band; it follows from the date and the time.
On each venue's page, the By rate band card spells out that venue's rule and shows how the season's hours and cost fall across the bands.
5 The calendar view
On Bookings, pick a venue and choose Calendar. You get that venue's season laid out the way its workbook was: a row per date, every court side by side with its start, finish, hours and cost, and the date's total on the end. Filter it to a single term to see a term at a time.
Every date shows, including the ones with nothing booked — a blank week is either a week that was stood down, which will say so, or a week somebody forgot to book, and you want to be able to tell them apart. The shading says which is which:
A date that needs more than one row — a court with an afternoon and an evening session — gets as many rows as its busiest court needs, exactly as the sheets did. Click any cost to open that booking.
6 Changing a lot of bookings at once
Rather than editing bookings one at a time, export them, change the file, and send it back.
- On Bookings, filter to what you want — a venue, a term, a date range — and choose Export CSV. You get exactly the list you were looking at.
- Edit it in Excel or Numbers. Change times, add rows, set a
Statusofcancelledwith aCancel reason. - Go to Import and send the file back under Bookings from a CSV.
- You're shown what it would do — what's new, what's an update, and any row it can't read, by line number. Nothing is written until you say so.
Its columns are exactly what the import reads, so you never have to guess the format. Leave the Id column alone: it's how a row is matched to the booking it belongs to, so a round trip updates rather than duplicating — even when the date or court is what you changed. A row with no Id is matched on venue, date, court and start time, and failing that is added as new.
Hours, Cost and Rate bands are written out for you but ignored on the way back in. The app always works the cost out from the times, so a figure typed into the file can never quietly become the truth.
A booking missing from the file is left alone, never deleted. To stand one down, set its status to cancelled. A file with a bad row still imports its good ones, so fix the row and send the file again — re-sending is safe.
7 Reading the costs
The Dashboard shows the season across all five venues: the total, the hours, and each venue's share. A venue's own page breaks its season down four ways — by court, by rate band, by term and by month.
Costs are shown to the cent but held at full precision, the same as the workbooks did. Two and a half hours at $71.55 is $178.875, and that's what's carried into the totals — so our season total lines up with the venue's own to the cent instead of drifting a few cents apart.
8 Checking an invoice
This is the reason for keeping the bookings accurate.
- Choose Record an invoice and enter the venue, the reference, the period it covers and the amount billed.
- Save. The app adds up every booking at that venue between those two dates and shows you the variance.
- If it's nil, you're done — the page says so.
- If it isn't, work down the page: first the court-by-court breakdown, then every booking in the period.
- When you find the line that's wrong, note a query against it — what we say, what they billed, and what looks wrong. It stays on the invoice after the booking is corrected, which is what you want when the venue asks what you queried.
The comparison is only as good as the dates. An invoice period that's a week out will pick up bookings that aren't on the invoice, and the variance will be meaningless.
9 Rates and a price rise
Each venue's prices are held with the dates they apply, not against a season — because a season can straddle a price rise. BSC puts its prices up on 1 July, so Winter 2026 is charged at $54.50 an hour in Term 2 and $55.85 in Term 3. The app prices each booking by when it happens.
To change a price, open a venue and choose Rates. Edit the numbers and save; every booking in that period is re-priced immediately, so a season total can never disagree with the rates it was built from.
When a venue sends next year's prices, use Add a price period. It copies the current prices into the new dates, so you only retype the ones that changed.
10 Venue names and contacts
Venues in the top bar shows which code is which venue — BHS, BPPS, BSC, DISC, GPS — and lets you correct the name and keep the contact's name, email and mobile against each one. Mobiles are stored as +61… however you type them, the same as the club's other apps.
The code can't be changed here, and nor can a venue's courts or the way it charges. Those are set in the app's code because the pricing is keyed on them, and the workbooks are matched to a venue by its code. They're shown on the same screen so you can see what the app believes about each venue.
The contact's details also appear on that venue's own page, so whoever is chasing a booking or an invoice has them to hand.
11 Venue logins
A venue can be given its own login. A venue user sees only their own venue — its bookings, hours and costs — and nothing about any other venue.
If they're given confirm bookings permission, they can mark a requested booking as confirmed or declined. That's the only thing they can change: costs and rates stay read-only for them.
Usually the venue's contact is the person who logs in. Where that's so, don't type their address twice: on the Venues screen, the venue with a contact email shows a Give <email> a login button, with a tick box for whether they can confirm bookings. The screen also lists who can already log in for each venue and whether the contact is one of them.
Otherwise, add one on the Users page: enter their email, choose their venue from the Venue list, and tick the confirm box if they should have it.
12 Importing the workbooks
Import in the top bar loads a whole season at a time from the five "Balwyn Blazers - Venue Hire" spreadsheets. It's how the bookings got here in the first place; day to day you add and edit bookings in the app.
- Choose Import, then pick one or more
.xlsxfiles — all five at once is fine. - Choose Check these workbooks. Nothing is written yet.
- The check page shows, for each venue and season, which tabs it read, how many bookings it found, and our total beside the sheet's own Total column.
- If that all looks right, choose Import. If it doesn't, choose Cancel and nothing changes.
You don't have to say which venue a file is for — the app reads that from the workbook itself, so a renamed or re-saved copy still lands in the right place. It also reads whichever season tabs a workbook has, so GPS's single "Winter 2026" tab and the others' "T2 2026" plus "T3 2026" both work.
Importing a season replaces that venue and season's bookings, so re-running it after a workbook changes is safe and is the way to refresh. A season a workbook doesn't hold is left alone — that's the difference between "this file has no Winter tab" and "Winter has no bookings". Venues not in the files you chose aren't touched at all.
If a season comes out differing from the workbook's own total, that nearly always means the rates on file don't match what the workbook was priced with. Check that venue's Rates screen before importing, because the app's figure is the one you'd then be working from. The Import page keeps a record of what was loaded, from which file, when, by whom, and whether it agreed.
Two things are deliberately not copied across. The costs aren't — every booking is re-priced by the app from its times, which is the only way an import can tell us it disagrees with the sheet. And the Peak/Off Peak column isn't: where a workbook split one session across two rows to price it, the app puts it back together as the single booking it always was.
13 If a number looks wrong
- A booking costs more or less than expected. Open it and look at the price breakdown underneath. It shows each band, its hours and its rate, so you can see exactly where the figure came from.
- A whole venue's season looks off. Check its Rates page first, and that the price periods cover the season's dates.
- An invoice variance you can't place. Check the invoice period before anything else, then look for bookings marked declined or cancelled that the venue has billed anyway.
- A booking is missing. Check the season selector at the top right — a date in early October belongs to Summer, not Winter.