Overjoyed young female looking at smartphone

Community access to facilities

Make it easier for customers to get the most out of council facilities and services.

Full facility booking management system, with strong self-service capabilities.

Online booking systems helps users check availability and create bookings for council facilities on their own terms — including outside business hours— which allows for a better and more inclusive end-to-end booking experience. The community surrounding a council expects to have access to real-time information, and will likely not be calling or submitting enquiries whilst waiting for council staff members to confirm availability.

From searching for the right facility, to booking equipment, agreeing to terms and conditions, and making payments, changes or cancellations, the self-service option helps maintain a seamless booking process. Having the information the community needs available at the time of booking also improves the user experience.

Showing the live availability of council facilities to the community helps councils maximise the occupancy. This means over-subscribed facilities can be more fairly allocated, councils can easily accomodate larger booking series, and provides an opportunity for council revenue to increase given the proper overview for availability for social and cultural events. Council facilities are often used for recurring series of bookings such as fitness classes, community meetings and sports events. Providing online access to book these facilities saves both regular hirers and council staff time and money.

With a cloud based booking system, council staff have access to real-time booking information and availability, and can help take bookings on behalf of the public. This removes the chance of double bookings and human error whilst improving data integrity and staff efficiency.

Sign in to Datascape
Datascape easy access.
Any device
Instant access
No more double bookings
More bookings, less work
Light Blue tick icon
Any device

Your customers can find and book facilities and services online, on any device at any time.

Any device
Light Blue tick icon

Any device

Your customers can find and book facilities and services online, on any device at any time.

Instant access

Instant access

To make, change, or cancel a booking, and update information or view transaction history, customers simply log in to their account for access to an online bookings and payments menu.

No more double bookings

No more double bookings

See the real-time availability of your facilities and services and ensure customers are guaranteed their booking every time.

More bookings, less work

More bookings, less work

Customers can self-serve and book their own council facilities and services. Council staff spend less time making manual bookings and spend their valuable time on other tasks.

Product features

  • One powerful system icon
    One powerful system
    Staff can manage all aspects of council facilities, services, bookings and payments in one system.
  • Automated fees and charges icon
    Automated fees and charges
    Fees and charges dynamically update based on factors like services and equipment booked. This provides visibility of all costs at the time of booking.
  • Seamless communication icon
    Seamless communication
    When a booking or update is made, Datascape's online bookings sends quotes, invoices, email confirmations, reminders and security access information to your customers, staff and contractors.
  • Fast and flexible payments icon
    Fast and flexible payments
    Customers can pay for bookings by credit card, internet banking, over-the-counter or on account.
  • Optional cancellation fees icon
    Optional cancellation fees
    If you would like to give your customers the freedom to make changes and cancellations to bookings while maintaining usage policies and penalties you can set up optional cancellation fees.
  • Financial management icon
    Financial management
    Manage financial transactions in accordance with standard accounting practices. All data is automatically transferred to your financial system to keep them up to date.

How does it work?


Two websites are provided with the product:

  • A customer website and portal where they can search, browse and view facilities and what’s available to be booked at each one, and then make a booking, amend a booking, and cancel a booking.
  • A staff website where booking officers can view and manage bookings, customer profiles, and perform administration on facilities and bookable resources.
  1. Search for facilities and services: customers search for a venue name, activity, location, date, or any combination of these.
  2. Make bookings and payments: customers create a one-off booking or a series of bookings and make payments to secure them.
  3. Manage bookings: through an admin portal, staff can view and update bookings. Communication and documents are automatically sent to relevant parties.
  4. Track bookings: monitor the usage of your facilities and services with intuitive analytical reports.
A screen mockup of the Datascape online bookings tool


Frequently asked questions

What does the customer booking website allow?

Browse and search for facilities and events

• View availability

• Make a new booking, anonymous or authenticated

• Pay for a booking

• Get a quote

• Make a tentative booking

• Make a recurring booking

• Login

• View current and previous bookings

• Amend an existing booking

• Cancel an existing booking

• View and pay any outstanding balance owing

What does the council staff/admin website allow?

The staff site can be used by council staff when dealing with customer interactions regardless of the channel.

View all existing bookings in a list or calendar view

• Make a new booking on behalf

• Enter payment details for a booking

• Email quotes, invoices, credit notes, debit notes to customers

• Email booking schedules and details to customers

• Email notifications to third parties

• Bulk cancel and amend occurrences in a series

• Set up new facilities and maintain facilities

• Set unavailability rules

• Set buffer rules

• Reporting

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