Answering booking requests
One list of everything waiting on you, from your own teams and from the public — and what happens after you answer.
What’s waiting, on the Overview
Dashboard, the first page in Facilities, starts with Needs you: requests to answer, bookings not paid, refunds owed, any facility the public can book with no price, and any team paying into no cost centre (if your club has Finances), each a tap to where you deal with it. Then Your booking page: its address, a button to open it and one to copy it, so it’s always to hand to share. Then Today on your pitches: today on a calendar, your facilities side by side, as on the Calendar (tap a booking to open it there). Your grounds and pitches are under Venues.
The queue
Bookings opens on the Requests tab, which holds everything nobody has answered yet, across every pitch and every week, soonest first, in a highlighted Waiting for an answer box. While any are waiting, Bookings in the menu shows a red count of them, as messages do. On a phone, if Bookings is under More, the count is on More.
It shows both kinds together — a manager asking for a pitch and a stranger asking through your website — because it’s the same job: somebody is waiting for an answer.
Each row says when and where, who asked (a team, or a name followed by your website), when they asked, and the price if there is one.
Tap a row to see the whole request: the team and its pitch priority, or the hirer’s name, email and note, their answers to the facility’s questions, any discount code they used, and the number of weeks if it repeats. Answer this is there.
Somebody asking through your website types their own details, so nothing they put in that form is checked. The request says so.
Requests for dates that have already passed aren’t listed. There is nothing useful left to say about last Tuesday, and a queue full of them is a queue people stop opening.
When requests approve themselves
If your pitches take bookings automatically (Configure → Default pitch settings → How are requests approved?), paying is the booking: somebody picks a time on your booking page and goes straight to pay, and the time is held for them while they do. That isn’t a request, so it isn’t listed here, and you’re told when it’s paid for.
With nothing left for you to answer, Bookings doesn’t show a Requests tab at all and opens on the Calendar. The tab comes back, with its count, when something does need you: a team asking for a pitch, a weekly request, or a time with no price.
Weekly requests
A request for the same slot every week shows as one item, with the number of weeks and the total. You answer the whole run at once, and can leave out any week you can’t give. See Booking the same slot every week.
Saying yes
The slot is checked again as you accept. If somebody else has taken it since they asked, you’re told then rather than after — a request holds nothing while it waits, which is what lets two people ask for the same hour.
Open the request, press Answer this, choose Yes — they can have it, add a message if you want to, check it and confirm. Somebody who asked through your website is emailed that it’s confirmed.
If the facility has no price, you’re asked for one as you say yes: type it, or leave it empty for no charge. If none of your facilities has a usual price yet, you can tick Make it your facilities’ usual price, and it’s saved as an hourly rate (a 90-minute booking at £45 makes £30 an hour), so the next booking is priced for you.
If it’s priced, the email asks them to pay: it says how much, gives them a Pay button, and says when the time is released if they don’t (Hours to pay after you approve, in Default pitch settings). If you’ve set Remind you and the hirer after, you’re both reminded once before then. If they ask for the link again, open the booking on the Calendar and press Create payment link, then Share or Copy link: it’s the same link.
Saying no
Choose No — turn it down. A note with your answer is optional, but worth writing. For somebody who asked through your website, it’s emailed to them word for word, so write it knowing a stranger will read it — “the first team are at home that day” costs you nothing and stops a phone call.
If your pitches take bookings automatically, the person may already be paying when you turn it down. Their payment is stopped. If it goes through anyway, it’s refunded automatically and you’re told. The same happens if you cancel a booking while somebody is paying for it.
Chasing payment
In Default pitch settings, set Hours to pay after you approve. After that the booking stops holding its slot, so the time can be let again. Set Remind you after in Default pitch settings and the club is reminded before that happens.
You’re told when a booking is paid for, and when a card is declined. An unpaid booking never quietly blocks a Saturday for ever.
Who a booking is for, and getting in touch
Open a booking on the Calendar. A team’s booking (its training, or its match) names the team, and the name opens that session or match in the Team Hub. Somebody from outside the club shows their name and email.
Press Message to write to them about it:
- A team gets it in one group conversation with all its managers and coaches, called Facility bookings and the team’s name. Every message about that team’s bookings goes in the same group, so you can all see each other’s replies. Read them in the Club Hub, under Messages.
- Somebody from outside the club gets it by email, with a button to answer on their booking. Your messages to each other are kept on the booking: they read them and answer on their booking’s page, and you’re told when they do. Press Message on the booking again to see everything said so far above the box. If they reply to the email instead, it goes to the club’s contact email (in the Club Hub, Configure → Club details).
Moving or cancelling later
Anything already booked can be moved or cancelled from the Calendar. If it was paid for, cancelling records that you owe a refund rather than making it disappear — the money question stays visible until somebody settles it.
If it’s a hirer’s booking, they’re emailed to say you’ve cancelled it and, if they’d paid, that you’ll refund them.
Hirers cancelling for themselves
Every email a hirer gets about their booking has a Manage this booking link, where they can see it, pay for it and cancel it, with no account. They can also ask for a link to every booking they’ve made at public.lekkin.app/bookings. Point hirers at Managing a pitch you’ve booked.
They can cancel up to the notice you set under Configure → Default pitch settings → Hirers cancelling (48 hours unless you change it). Leave it blank if you’d rather they contact you. When a hirer cancels, you’re told, and the slot is free again. If they’d paid, the booking shows a refund owed, just as when you cancel a paid booking. Refunds are still yours to make.