Facility hire

Facility hire tracks the clubs and community groups who use your spaces. iComply works out whether the hirer is cleared on each booking date, so a booking next month shows red if their insurance will have expired by then.

Before you start

Invite the hirer as a provider in the Facility hirer category, and approve their documents. See Invite a provider.

How to add a booking

1. 1Step 1: Open Facility hire and go to New booking.
2. 2Step 2: Choose the Hirer, the Venue or space and optionally the Purpose.
3. 3Step 3: Choose how it Repeats (One-off, Weekly or Fortnightly), the dates and Repeats until, and the times From and To.
4. 4Step 4: Under Keys, alarm and access, fill in Key holder, Alarm (who holds the code, never the code) and Access instructions.
5. 5Step 5: Tick Public liability certificate of currency required for this booking if it needs insurance.
6. 6Step 6: Select Add booking.

What you see

• Next 8 weeks: every date with Cleared or Not cleared and the reason.
• All bookings: hirer, venue, dates, time and whether insurance is Required.
• A booking's page: Keys, alarm and access, Keys for this booking (issue a key or card with Due back), Upcoming dates, Change booking and Cancel booking.

What happens next

• The hirer and your admins get an email 7 days and 1 day before any date the hirer isn't cleared for.
• At the front desk, a hirer with a booking today must be cleared for that booking too.
• Cancelling removes every remaining date. The record stays in your audit log and evidence.

The hirer induction

By default hirers must pass the hirer and community user induction. An admin can select Don't require it (or Require it to switch it back).

Limits

• A booking can repeat for up to two years. Add a new booking after that.
• Anything that looks like a code (4 to 8 digits in a row) is refused in the key and alarm fields.