Lettings Secretary - Les Duce
Keys
All keys are stored in a Black Key Folder which is in the boot of my car. There is also a folder containing sheets for the user to sign agreeing to our Liability Insurance terms.
The front door code is 2793 enter
The Room keys for the Club Room, Snooker Room and Upstairs Hall are kept in Lock Boxes at each doorway. The Lock Box Codes are Club Room 2635, Upstairs Hall 2639 and the Snooker Room 2638. Mike Okell has spare padlocks and tethers but, the tethered keys in the lock boxes would need to be changed. To replace the tether if needed unscrew the internal securing screws and refix the tether before re-screwing.
Kitchen Cupboards - all keys are numbered each cupboard uses a different key both upstairs and downstairs. All locks are mastered. The master key is on my keyring.
Keys for the Old Committee Room (Faux Beauty) and the Clare Tanner Storage Room of the Upstairs Landing are held by the users with spares in the Black Key Folder
The red mailbox in the Foyer key is again in the Black Key Folder this mailbox in the Foyer and the one in the Bowling Pavilion are not mastered but both boxes are keyed alike.
For the Downstairs Fire Door, I have a key but no spare, Mike Okell has a key. The door that can be opened from the inside with a crash bar arrangement.
For the Upstairs Fire Door, I have no key, Mike Okell does. The door that can be opened from the inside with a crash bar arrangement.
Wi-Fi
The Wi-Fi Router is in the Back Utility Room on the window ledge with wi-fi extenders mounted in the Club Room and Bowling Pavilion.
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WiFi Code 9c26e84969
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Wireless Hub BTHub5-QM29
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Admin Password 39MEN4EN
Hallmaster Booking and Invoice Application
The are based and can be contacted using the information below
Kingsbridge Business Park, Wareham Road, Poole, Dorset, BH16 6JL
01929 509 846
(mon - fri 9am to 5pm)
Our Account ID Number is 14246
The User Name is lesduce@me.com and the password myjxoq-sogmyw-kokXi7
The web address is https://v2.hallmaster.co.uk/Admin
Hallmaster is a html application that runs from any internet browser on any internet connected device
Hallmaster integrates all stages of the booking process into one linked system, allowing information entered at the time of booking to automatically flow through to invoicing and payment records.
When a booking enquiry is received, the Administrator first checks room and facility availability using the central booking calendar. Once agreed, the booking is entered into the system together with the customer’s details, room selection, dates, times, booking type, and any additional requirements such as equipment, catering, or bar facilities.
Hallmaster then applies the appropriate hire rates and pricing structure linked to that booking type or customer category. Any additional charges, discounts, deposits, or recurring booking arrangements can also be added at this stage. Because the customer database, booking diary, and pricing system are all connected, the system automatically calculates the total hire charges.
Once confirmed, Hallmaster can generate and issue booking confirmations and invoices directly from the booking information already entered, reducing duplication and administrative errors. Payments received can then be recorded against the invoice, allowing the system to track outstanding balances and provide accurate financial and booking reports for management and committee use.
This integrated process ensures that bookings, customer records, room availability, invoicing, and payment tracking all remain synchronised within a single administration system.
The Club's website also displays a real time calendar which is hosted from the Hallmaster servers and embedded into the website.
That calendar also can be accessed using a digital diary on computer, pad or smartphone.
The complete list of customers, contact details all the bookings and rental prices are stored there and can easily be accessed through the customer section.
Users
Promote the Village Hall and maintain a full diary to ensure effective income.
Liaise with users about their bookings via email, text, or phone.
Deal with any Web Room Enquiry Forms which come in from the website.
Moderate any disputes between users.
Act as the users' representative on the management committee, advocating for their interests.
Monitor the Village Hall and report any defects or repairs to the Wardens. Follow up as needed.
Manage and maintain the kitchen cupboards (both upstairs and downstairs), the storage room, and storage cupboards in the changing area.
Maintaining and updating printed signs around the building along with a Schedule Planner to show each room's usage.
I have pushed most users to pay by internet banking but there are still some that pay by cheque. Access would be needed to the NatWest account, as I find the easiest way to pay them into the account is to use the NatWest app and photograph the cheque you can deposit it that way. The Post Office no longer accepts cash or money to deposit unless the depositor has a Bank Card with a bar code that can be scanned.
CCTV Security Cameras
We have 6 security cameras providing coverage of the Village Hall, Car Park and Bowling Pavilion.
The data from these cameras is stored on a hard drive which can be monitored from a monitor attached to the system.
Monitor Login Details
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Monitor Password: Sparta 7134
or the shape password is 7 -
Account Name: TVCTVBC
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Password: TVC15TVBC
Remote Viewing via HIK-Connect
All cameras can be monitored using an application called HIK-Connect, which is available from the Apple or Android App Stores for phones, tablets, or computers.
Setup Instructions
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Load the app onto your device.
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During setup, it will ask for a telephone number. Enter: 07778981038
The field begins with +44, which is the international code for the UK. Normally you would drop the starting zero, however in this case you must enter the full number including the zero.
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Enter the password: TVC15tvbc
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Picture frames showing the CCTV inputs will appear. Click on each picture frame and it will ask for an: Image Verification Code: 8d3BWX
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The live stream should then appear.
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Check each camera. All cameras should now be live streaming to your device.
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If some cameras are live and others are still only showing picture frames, click on the blank inputs individually and enter the Image Verification Code again for each camera that is not displaying a live image.
