Hirers are added as follows:

1. Click on the Hirers button on the toolbar followed by the Add Hirer link in the task list to display a New Hirer form. Alternatively, when you are adding a booking click the New Hirer button on the Select Name form.

2. Complete the form as follows:

• Name: Enter the name of the Hirer (e.g. Wroughton Sports and Social Club)
• Category: Click the Category button to assign the Hirer to a category (e.g. Commercial, Charity, Internal). You can then select a group of Hirers to list on the Hirers page and use the Select by option on the Calendar page to just show bookings for a particular category.
• Primary Contact: Enter the Title, Forenames, Surname, Address, Town, County, Postcode of the Hirer's primary contact together with any contact details for him/her.
• Price Band: Select the price band applicable to the Hirer from the dropdown list. If an appropriate price band isn't present you will need to setup a new price band and enter the prices on each facility.
• Discount: Enter the percentage discount the Hirer receives on any bookings he/she makes.
• Insurance Cover: Select Invoiced to automatically add an insurance charge to any generated invoices. Select Third-party if Hirer arranges their own insurance cover and enter the date their insurance is due to expire. If you don't know or do not need to keep track of insurance leave as Unknown.
• Notes: Use the Add button to display a Notes form to enter any notes you wish to maintain about this hirer. You can enter as many notes as you need for a Hirer by clicking the Add button again after saving a note.

Clicking the Details tab at the bottom of the form also allows you to enter:

• Web Page Address: Enter the address of the web page the Hirer uses. Pressing the "..." button will display the web page.
• Default Booking Description: Enter any default description (e.g. U12's Football) you would like to use when adding a booking.

3. Click on Save to save the Hirer.

How do I enter a different contact for invoicing?

Select the Invoicing Contact option and enter the Title, Forenames, Surname, Address, Town, County, Postcode of the Hirer's primary contact together with any contact details for him/her.

How do I know if there is a different invoicing contact?

If there is a different invoicing contact the form will display (present) instead of (as Primary) when you open the form. You can then view the invoicing contact simply by selecting the Invoicing Contact option.

When are the invoicing contact details used?

When present the invoicing contact address details are used to enter or generate an invoice and print reminder letters or statements. In all other case, including when no invoicing contact has been entered, the details of primary contact are used (e.g. print insurance reminders).

How can I remove the details of the invoicing contact?

To remove the details of the invoicing contact, select the Invoicing Contact option to display the contact details and use the Delete Contact option under Other Tasks. NB. The primary contact can never be deleted without deleting the whole Hirer.

How is the insurance charge calculated?

The insurance charge is calculated as a percentage of nett cost of a booking. The percentage to be used is recorded on the prices page within the system options.

How can I remind Hirers to renew their insurance?

You can easily produce letters to Hirers based on the expiry date of their insurance by selecting the Print Insurance Letters on the Hirer List.

What happens if I change the discount level?

When you click Save after changing the discount level for a Hirer the price of any bookings which haven't been invoiced, and are not marked as having a special price, are recalculated using the revised discount level.

How can I get a list of bookings and accounts for a Hirer?

To get a list of bookings or accounts for a Hirer use the Find Bookings or Find Accounts option. These use the Advanced Find form to automatically locate and display the required entries.