How holds, acceptance and the deposit work

A room is never taken by an enquiry alone. Sending the quote holds the function's rooms for the hirer, tentatively, until a date. The hirer accepts on their own page, which makes the deposit invoice. The deposit being paid confirms the function and books the rooms firmly. A hold that runs out lapses by itself.

The three kinds of hold

A function's rooms are held from its start less the room's set-up time to its finish plus the pack-down time. A room made up of others, such as a whole clubhouse, holds each room it is made of.

Clashes

• Nothing may overlap a booked room. A quote, a move, an acceptance or a deposit that would is refused, for example The Sharman Room is booked for Hartwell & Co client dinner at that time.
• A held room may be held for two functions at once, as a warning: both are tentative. The board shows Overlaps a hold (or Date is held on a new enquiry). Whichever is confirmed first books the room.

The function's Rooms line on the left shows each room with what else has it then, such as Held for Bridget's 21st until Fri, 30 Oct.

Sending the quote

Sending holds the rooms for the number of days the club has set (7 to begin with), or until the function's date if that is sooner. The function shows "Sent … The rooms are held until …, then released if there is no answer." A task Chase the quote: no answer yet is made for three days later. The board shows Hold lapses in 3 days (or 2, 1, today) as the date comes near.

The hirer's page

The hirer's link opens their own page, with no login. Before they accept, it shows their quote: the date, time, room and guests, how long the date is held, what is included, the terms, the quote with its total, GST, deposit, balance and any bond, and Accept this quote. They can also ask a question, under A question before you decide?, which reaches the office.

To accept, they tick I have read the terms above and agree to them, type their full name and press Accept. "We record your name and the time you accepted. Nothing is charged on this page." The office's History tab records, for example, Accepted quote version 1 as "Tessa Pemberton" at 6.43pm.

After accepting, the same link is their function page: where it is up to (accepted, deposit paid, final numbers in, balance paid), What is owed, and when with each invoice and the bank details to pay by transfer, Final numbers until the cut-off, the plan for the day, messages, and what is booked.

Acceptance and the deposit

When the hirer accepts:

• the function moves to Accepted;
• a deposit invoice is made, due a set number of days after accepting (14 to begin with), or by the function's date if sooner;
• the hold now runs until the deposit is due;
• the hirer is emailed, and a task Deposit due is made.

The office marks the deposit paid on the Money tab, or with Mark deposit paid on the function. Paying the deposit confirms the function. See Confirm a function.

The bond on the quote is not on any invoice. The hirer's page says it is paid with the deposit, and it is recorded as held when the deposit is marked paid.

When a hold lapses

Within the hour after a hold's date passes, Sports Club OS marks the function Lost, with the reason Hold lapsed, and releases its rooms. This applies to a quote nobody accepted, and to an accepted quote whose deposit was not paid by its due date. Before that, the board shows Hold has lapsed or Deposit overdue.

Lost and cancelled

• Mark as lost (on a new, quoted or accepted function) asks Why was it lost? and offers the club's reasons. Press it again to confirm.
• Cancel this function (on a confirmed one) asks Why was it cancelled? for a reason of your own.

Either way, "The rooms are released and the tasks still to do are dropped. This cannot be undone." Its unpaid invoices are voided; paid ones are kept as they are. A cancelled function's slot on the roster is deleted. See The function's staff on the roster.