# How holds, acceptance and the deposit work

> How sending a quote holds the rooms until a date, how the hirer accepts on their own page, how the deposit confirms the function, and when a hold lapses.

Who this is for: Anyone with “See functions and enquiries” or “Run functions” (by default: Administrator, Bar Manager, Functions, Reporting, Treasurer).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/functions/holds/

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

| The function is | Its rooms are | On the calendar |
|---|---|---|
| New | Not held. "Nothing is held until the quote is sent." | Dashed |
| Quoted or Accepted | Held, tentatively, until a date | Hatched |
| Confirmed or Completed | Booked, firmly | Solid |

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.

> **Note:** Each link is the hirer's own and works until 60 days after the function. Links are not kept: to send a fresh one, press **Open the hirer's page** on the function.

## 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](https://sportsclubos.net/help/functions/confirm/index.md).

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](https://sportsclubos.net/help/functions/roster-slot/index.md).

> **Your club decides:** how long a quote holds the rooms, when the deposit is due, and the reasons a function is lost, on Admin > Settings, Functions tab. See [Function settings](https://sportsclubos.net/help/functions/settings/index.md).