Record Room Bookings for Reporting

1. What This Is For

Room hire is income and community use that your house reports on. Two of the three Summary totals come from your room bookings: Room Hire Hours shows how long rooms were used, and Room Hire Total shows what was charged. This guide covers what to record on each booking so both totals are complete.

Related guides: Monthly Reporting and Cancel a Room Booking.

⚠️ Important: Changes show the next day. The totals update once a night, at about 1:00 AM (Melbourne time). A booking or session added, changed or cancelled today appears in the totals the next morning.

Where to find it in the menu:

• Reports > Monthly Metrics, Quarterly Metrics or Yearly Metrics: view the totals

• Room Booking > Room Bookings: open and update room bookings

📘 Note: If any of these menu items aren't visible, your house has a custom navigation. Contact Clevero support and we'll add them.

4.1. Add a Single Session

Watch the guided demo below to learn how to add a single session to a room booking.

You can also follow the same steps using the written guide below.

1. Open the room booking and go to the Sessions tab.

2. Click Add Session.
   A new session form opens.

3. Under Session Type, click Room Booking.

4. Select the Activity and the Location / Room, and enter the Start Time and Duration (min.). All four are mandatory.
   Linked Room Booking is already filled in with this booking. Leave it as it is, so the session counts in Room Hire Hours.

5. Click Submit.
   The session appears in the Sessions tab.

4.2. Add Several Sessions at Once

For a booking with many sessions, the Schedule Builder creates them in one go, so you don't have to add them one by one.

Watch the guided demo below to learn how to add several sessions at once.

You can also follow the same steps using the written guide below.

1. Open the room booking and click Create Sessions, at the top right.
   The Schedule Builder opens with Type set to Room Booking, and the booking, location and hirer filled in from the booking.

2. Select the Activity Type and Term, and enter the Session Duration (minutes). All three are mandatory.

3. Click Next and follow the remaining steps to choose the dates and create the sessions.

4. Go back to the booking and check that the new sessions appear in the Sessions tab.

4.3. Change or Cancel a Booking

4.4. Cancel a Whole Room Booking

Watch the guided demo below to learn how to Cancel a Room Booking and Its Sessions. 

You can also follow the same steps using the written guide below.

1. Open the room booking.

2. Click Actions, then Cancel Room Booking and Sessions.
   A pop-up opens.

3. Choose whether to email the hirer (No by default), then click Next.

4. Click Confirm.
   Booking Status is set to Cancelled / Not Proceeding, and every session on the booking is cancelled.

⚠️ Important: Use Cancel Room Booking and Sessions to cancel a whole booking. If you change Booking Status to Cancelled / Not Proceeding by hand, the fees stop counting but the sessions stay active, so their hours still count in Room Hire Hours.

Changes show in the totals after the overnight update, unless the Period is locked. For more detail on cancelling a booking, including the pop-up and the optional email to the hirer, see the Cancel a Room Booking guide.

5. View the Report

Go to Reports > Monthly Metrics and open the Period for the month. Room Hire Hours and Room Hire Total are in the Summary section, and the Room Hire section shows the detail. For the full walkthrough, see Monthly Reporting. 

7. Examples

• A Confirmed booking dated 5 October, with Fees ($) of $50 and one 60-minute session in October, adds 1 hour to Room Hire Hours and $50 to Room Hire Total for October.

• A Confirmed booking dated 28 September, with Fees ($) of $120 and two 2-hour sessions on 3 and 10 October, adds $120 to September and 4 hours to October. The fees follow the booking's Date; the hours follow each session.