Typical requirements for a community venue online booking system

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1	Typical requirements for a community venue online booking system
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3	Feature	Things to look for	Priority
4	Venue descriptions	Can you easily create attractive venue hire pages?
5		Is there a limit on how many pages you can create?
6		Is there room to adequately describe the venue spaces to help customers self serve questions?
7		Can you add high quality photos and videos?
8		Is it easy to update and publish changes to descriptions?
9	Venue configurations	Does the software allow you to set up complex spaces e.g. spaces that split into two or spaces that have different functions (a hall that is also 3 basketball courts)
10		Does the software allow the granularity you need with setting space hire policies e.g. setting different cancellation policies and rules for each bookable space?
11		Is it easy to update and publish changes for venue configurations?
12	Venue fees & charges	Does the software have the capability to handle your fees and charges e.g. different rates, discounts, day rates etc.
13	Venue fees & charges	Can you add additional charges like projector hire?
14	Availability	Can customers view live availability of your spaces?
15	Availability	Can you easily block availability and configure opening times?
16	Making a booking	Can customers make an online booking and submit all the information you need to accept the booking?
17	Making a booking	Can you configure the system to request the information you need at the point of booking?
18	Accepting a booking	Can you choose to accept or decline bookings?
19		Is it easy to see and be notified about pending bookings?
20		Can you allow customers to instant book?
21	Paying for a booking	Does the system take payments?
22		Does the system issue receipts?
23		Does the system allow you to see a full transaction history?
24	Canceling a booking	Can customers self serve cancellations?
25		Can the system automatically process a refund?
26		Can the system apply the correct refund based on cancellation policy?
27		Can you override cancellation refund policies if you need to?
28		Does the system give you plenty of time to issue refunds?
29	Taking a bond	Does the system allow you to take a bond?
30		How easy is the bond management process?
31		How automated is the claims process?
32	Regular hirers	Can the system handle regular (ongoing r seasonal) hirer bookings as well as casual?
33		Can you add bulk regular bookings e.g. 3 years worth of bookings?
34		Can the system account for school holidays?
35		Can regular hirers access their bookings, request changes and see their invoices?
36	Invoicing & Finances	Can the system invoice regular hirers?
37		Can the system collect payment from regular hirers?
38		What will be required to reconcile payments in your accounting software?
39	Managing bookings	Does the system present an easy view of bookings in a format your team find useful e.g. calendar view.
40		Can you print out bookings?
41		Can you easily find, edit and cancel bookings?
42	Customer records	Can you see a booking history for a customer?
43		Can you easily invite new customers to use the system?
44		Can you see customer data easily e.g. contact data
45		How secure is customer and payment data on the system?
46	Communications	Does the system automate repetitive communications e.g. access information or booking confirmations?
47		Is it easy to see a record of customer communications?
48		Can you directly communicate with customers through the platform?
49		Can you segment and mass message customers?
50	Integrations	Does the system integrate with systems that are important to you e.g. existing calendar or accounting software?
51	Integrations	How easy is it to set up and manage these integrations?
52	Workflows & collaboration	Does the system allow you to create custom workflows e.g. key management
53		Can you notify team members if a booking requires action
54		Can your team leave notes on customers or bookings?
55	Reporting	Can you access your bookings data?
56		What financial reporting is available
57		Does the system track the data points that are important to your organistaion
58		Are there any dashboards that help you make sense of your data?
59	User management	Can you add the team members you need to without incurring additional cost?
60		Can you share information with people outside of your organisation?
61		Is it easy to invite and manage users?
62	Onboarding & training	How easy is the system to learn?
63		Is training available?
64		Does it have good support documentation?
65		How much support do you need to onboard and are managed onboarding options or consultation available?
66	Ease of use	Does the software look and feel easy to use?
67		Will your most vulnerable/ tech hating customers be able to use it?
68		Does it work on all devices?
69	Marketing & growth	Does the platform have features that help you market your spaces?
70		Does it help you get found more online?
71		Does it help increase your web presence?
72		Does it make it easy to promote your space on different channels like facebook?
73	Software costs	How much does it cost?
74		What are all the small print costs?
75		Will the cost increase if you need more licences?
76		What is the term of the contract/licence
77	Customer Service	What is the customer support like?
78		Can your customers access the support?
79		What are their SLAs?
80		How easy is it to contact them?
81		How easy is it to get a demo of the software?
82		How knowledgeable were the sales team?
83	Fit for your use cases	How generic is the system?
84		Is it built for your type of organisation and does it have features that support how you work?
85		Are their case studies that show similar organisations have been successful using it?
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