1 One grid, and the public page reads from itRight now the enquiries live in an Office Form and the diary lives in the WordPress calendar — two lists, reconciled by eye. 25 of 115 published occurrences name no room at all. This grid is not a copy of the availability; it is the availability, so the office and the public page cannot disagree.
Show me 2 Block the building out — nothing does this todayMaintenance, a staff away-day, the holidays. Click a free square, say why, and the room is off the public calendar from that second. Block Big Duncan and the combined Big + Wee space closes too, because blocking uses the same rule as booking rather than a second one that could drift out of step.
Show me the diary 3 The double-booking you currently prevent by noticingThe AGM in the combined space shows in both the Big Duncan and Wee Duncan columns, because that is what it does to the building. Nobody can take either room over the top of it — not online, not on the phone, not by accident.
Show me 4 Phone bookings land in the same place as online onesThe point was never to stop people ringing — plenty always will. It is that the phone booking and the online booking finally end up in one register, with the same clash checks run on both. A register with a hole in it does not get trusted, and an untrusted register gets a parallel one in somebody’s notebook.
Show me 5 Every request says which of your rules made it a requestNot a queue of mysteries: each one is tagged with the clause it tripped — alcohol, cl. 34 → Trustee exemption , Hirers’ insurance extension, cl. 42 , weekend, by arrangement , combined rooms, no published price , charity rate claimed → check OSCR . Straightforward weekday hires never reach this queue at all.
Show me 6 Approving is not just yesClause 17 lets you attach conditions — a damage deposit, extra insurance, attendee registration. Add them as priced line items and the payment link goes out with the total already right. The booking then confirms itself when it is paid, instead of someone matching a BACS reference to an invoice.
Show me 7 Clause 28, running itselfSomebody cancels inside a month, so no refund is due — unless the slot re-lets, in which case your terms promise it back minus the £10 admin fee. The slot reopens instantly, and the moment anyone books over it the refund fires and the original hirer is emailed. Today that promise runs on somebody remembering it.
Show me 8 The numbers a funder asks for, already countedOccupancy, income, requests waiting — and charity subsidy delivered , which is the standard rate minus what a community group actually paid. That is the number a funder report wants and the hardest one to reconstruct afterwards. It exports to a spreadsheet rather than being compiled the week it is due.
Show me 9 A blocked room is never counted as incomeBlackouts sit in the same table as hires so they obey the same clash rule — but they are filtered out of occupancy, revenue and the board’s CSV. A maintenance closure showing up in the register as a free let of the room is the kind of small dishonesty that loses you a funder’s trust.
Show me 10 Every email the system would have sentConfirmations, approvals, declines, cancellations, re-let refunds — logged here so you can read the exact wording that reaches your hirers. Nothing is actually delivered in the demo; live, these go out within seconds.
Show me 11 Every hirer on this page is inventedFictional names, no real payments, no card details anywhere in the system. Real bookings start only after the privacy notice, retention schedule and processor agreement are in place — and after staff auth replaces the open door this demo currently has.