Software package

Pitch booking package

A facility booking system built around the slot: customers search by sport, date and time and pay for the slot and its floodlights, clubs hold their season before casual sale opens, the caretaker sees who is on which pitch tonight, and the manager calls off a wet morning with credits in one action.

Custom build Concept demo

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Who it is for

Built for

A good fit

Sports centres, school and college lettings teams, parish and community facilities, and private pitch and court operators, from a single artificial pitch with floodlights up to a centre with a dozen facilities and a club booking programme. Daily users are the facilities manager who sets prices, closures and block bookings and reads the reports, reception staff who take desk bookings and payments, caretakers who open up, switch lights and hand over keys from a list on their phone, club bookers who manage their season and pay their invoice, and casual customers who find a slot online and pay.

Not the right fit

It is not for a league organiser running fixtures and standings, which the tournament management package covers, for a sports club managing its own squads and subs, or for a gym with memberships and classes. It does not supply or control locks and floodlights itself; those connect through an interface where one exists.

The operational problem it solves

How it runs, step by step

Monday, four in the afternoon.

The receptionist opens the day grid: the artificial pitch shows the five-a-side league holding all three thirds from seven until ten, as it has every Monday since the season block was entered in August, with floodlights attached to each hour.
A customer at the desk asks for a third at six; the grid shows two thirds free at six for an hour, with the peak price for a weekday evening already applied, and the receptionist takes payment and the system sends the customer a confirmation with the changing-room code for tonight only.
Online, another customer searches for a tennis court on Saturday morning, sees the weekend price, books court three and pays.

At five the caretaker opens the handover list on his phone: every booking on site tonight, which facility, whether floodlights are included and whether the booker has a code or needs a key.

The lights on the artificial pitch are scheduled from the first floodlit booking to the last.
Wednesday morning the manager marks grass pitch one closed for re-seeding for three weeks with a reason; its slots vanish from sale and the one club with a training session on it is messaged to rebook.
Saturday, half past seven in the morning, after a night of rain, the manager inspects the grass pitches and calls them off until noon: the system cancels nine bookings, messages every booker, credits the casual customers and marks the two club sessions as not held.
On the first of the month the invoice run builds each club's invoice from the sessions actually held, with floodlights itemised, and the manager reads the usage report: hours sold per facility, the Tuesday nine o'clock slot that never sells, and how much each club owes.

Features

What the package does

The package ships as modules that follow a booking from search to invoice: facilities and availability, pricing and booking with add-ons, and the operations layer of access, cancellations, closures and reporting. Each module below lists what it does; the comparison table shows which package variant includes it.

Scheduling

Facility registerEvery pitch and court recorded with surface, size, lighting, splits and the changing rooms paired with it.
Slot availabilitySlot lengths and buffers set per facility, so customers see only the times that can really be booked.
Caretaker handover and floodlight scheduleA list for the caretaker of tonight's bookings, facilities and access method, with the floodlight times for each facility.

Billing and payments

Price bandsPrices that change by day, time band and customer type, used identically for online and desk bookings.
Floodlight, changing-room and equipment add-onsFloodlights, changing rooms and equipment added to a slot at booking and charged with it.
Season block bookings for clubsClubs hold a regular weekly slot for the season with exceptions for missed weeks, invoiced monthly.

Bookings and diary

Online and desk bookingCustomers search by sport, date and time, see the price and pay when booking, while reception takes desk bookings from the same availability.
Weather and maintenance cancellationsCall off a facility for weather or maintenance, issue credits to affected bookings and message the customers in one step.
Access codes and key notesAn access code issued per booking and notes on key collection, so customers can get in without waiting for someone at reception.

Reporting and insights

Closures and usage reportingClosures recorded with a reason, and usage and income reported per facility to see which pitches earn and which sit empty.

Roles and permissions

Who does what

Facilities manager
- Define facilities, splits, attributes and paired changing rooms
- Set price bands by day, time and customer type and add-on prices
- Enter season block bookings with exceptions and set closures
- Call off facilities for weather with credits and read usage and income reports
Reception
- See the day grid across all facilities
- Take desk bookings and payments at the same prices as online
- Issue or re-send access codes and move bookings between facilities
- Record key handovers and returns
Caretaker
- See tonight's handover list of bookings, facilities and access method
- See scheduled floodlight times per facility
- Mark a facility as not fit for use pending the manager's decision
Club booker
- See their season block and request changes or extra sessions
- See which sessions were held, cancelled or credited
- Download and pay monthly invoices
Casual customer
- Search availability by sport, date and time and see the price before booking
- Book, pay and add floodlights or changing rooms
- Receive confirmation and access details and cancel within the window

Example screen

Concept demo

Concept demo of a pitch booking day grid showing split pitch availability, a league block booking with floodlights, a closed pitch and the caretaker handover list.

The reception day grid for a Monday: the artificial pitch with its three thirds held by the league from seven with floodlights attached, two thirds free at six at the weekday evening price, grass pitch one greyed out for re-seeding with its reason, and the caretaker handover list in a side panel.

Scope and options

What is included and what is extra

In the base package

Facility register with surface, size, lighting, splits and paired changing rooms
Slot availability with slot lengths and buffers per facility
Price bands by day, time band and customer type
Online and desk booking with payment at booking
Floodlight, changing-room and equipment add-ons per slot
Weather and maintenance cancellations with credits and messages
Closures with reasons and usage and income reporting per facility

Common add-ons

Season block bookings for clubs with exceptions and monthly invoicing
Access codes per booking and key collection notes
Caretaker handover list and floodlight schedule

Needs custom work

Smart lock, gate or lighting controller integration
Multi-site operators with site calendars and caretaker rotas
Integration with a specific accounting or directory system

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data, including the facility register, bookings, invoices and credits, which can be exported at any time in standard formats. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks, cancellation messages and any lock or lighting connections, backups, and a monthly window for small changes such as a new price band, a new facility or a changed credit rule. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of facilities and how they split, the pricing structure, whether block bookings and invoicing are included, the access method and any hardware interface, the payment provider and how much booking data is migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Business Software : quote for this variant

Facility register with surface, size, lighting, splits and paired changing rooms
Slot availability with slot lengths and buffers per facility
Price bands by day, time band and customer type
Online and desk booking with payment at booking

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Can a club hold the same slot every week for a season?

Yes, with the block booking add-on. The manager enters the facility, day, time and season dates with exceptions for holidays or cup weeks, and those slots are held before casual sale opens. Sessions not held are excluded from the invoice.

How is peak pricing applied?

Each facility has price bands by day and time, and a customer type such as casual, club or concession. The price shown online, at the desk and on the invoice is the same, and the manager can see which band applied to any booking.

What do customers get as access?

Whatever you configure per facility: a code valid for the booking window sent with the confirmation, a key collection note telling them where to go, or nothing beyond the confirmation if staff let people in. Codes can be rotated per booking where the lock supports it.

How are floodlights charged?

As an add-on priced per slot on facilities that have lighting. The customer chooses it at booking or the manager attaches it to a block booking; it appears as a line on the receipt or invoice, and the caretaker list shows when lights are needed.

What happens to credits after a weather call-off?

A credit sits on the customer account and is offered at the next booking; the manager can refund instead under the rule set for that customer type. Club sessions called off are simply not invoiced.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is a custom build assembled from our bookings, capacity and orders modules for each operator, and the day grid above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom pitch booking development.

Get a quote for Pitch booking package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.