Free space rental scheduling software for halls, meeting rooms and event spaces

Picktime is space rental scheduling software for community halls, coworking rooms, event venues, and other spaces rented by the hour. Add each rentable space as a resource, so customers can check available times on your Booking Page and reserve it without calling the person who manages the calendar.

Picktime works as a space booking system to manage your rooms availability, one-time reservations, and regular bookings in one Online Calendar instead of relying on manual paper notes and phone calls.

Start free See pricing

Free forever plan
Regular hirers book their own slot
No card required

A group meeting in a community hall, chairs set out and the stacked trolley against the painted wall

Blu HallBook online

Main hallPer hour$30.00

Committee roomPer hour$12.00

Saturday party hire4h · Main hallBook

Next free10:00 AM1:00 PM6:30 PM

Booked online

9:48 PM

While the hall was locked

Paid at booking

$120.00

Before the door is unlocked

Main hall

Let once

Or it is not offered again

How it works for you

Keep hall, room, and venue bookings organized with a small team

Whether you manage a community hall, coworking rooms, or a small event venue, reservations often fall to someone with other responsibilities. That person handles rental questions, checks availability, confirms regular groups, and tracks payments. Picktime’s space rental scheduling software keeps reservations, spaces, and payment details together in one account.

Put each bookable room on the calendar

Set up the main hall, committee room, or another hireable space as a resource and manage when it is available to be booked. Renters can choose a space and an available time on your booking page. With overlapping bookings disabled, Picktime prevents them from booking a time already reserved for that resource. Add rooms that can be rented separately as individual resources, so your space booking system shows available times for each one.

Rooms & equipment →

Collect payments when someone books a space

For a birthday party, meeting, or one-day rental, customers can pay online while booking instead of arranging cash later. Use a connected payment provider to collect a deposit or full payment when the renter books.

Online payments →

Set up the Tuesday group once

For regular classes or services held in the hall, Recurring Bookings let you schedule repeating appointments or class sessions without entering every date separately. Choose the repeat schedule and check the upcoming sessions in the Online Calendar.

Recurring bookings →

Review a hire request before confirming it

Some halls need to check what the space will be used for before accepting a booking. With Approve Bookings enabled, eligible requests can remain pending until a manager approves or rejects them in the Online Calendar. Bookings paid for online are confirmed automatically, so check your payment setup if requests must be reviewed first.

Approve bookings →

Setting up and clearing away

Make time for setup and cleanup

A party finishing at six does not mean the hall is ready for a class at six. Chairs need putting away, tables may need moving, and the floor may need cleaning before the next group arrives.

Set the available hours for each room, and use Resource Schedule to block time for setup or cleanup. You can also set booking duration so your space scheduling software shows rental times that fit how each space is used.

Those rules stay in Picktime instead of living in one committee member’s paper calendar, so anyone managing the hall can work from the same availability.

Resource Availability →

See who has booked each space

One calendar for the caretaker and the committee

A hall diary becomes difficult to manage when only one person can see what has been booked. Picktime’s space booking software shows confirmed reservations in the Online Calendar, with daily, weekly, and monthly timeline views. Staff and managers can check upcoming bookings without calling the person who usually keeps the schedule.

The caretaker can see which groups are due in, committee members can check upcoming hires, and the person handling bookings no longer has to answer every availability question manually. Staff roles and permission levels can be used to control what different people managing the account are allowed to view or access.

Calendar & staff permissions →

Saturday, 1:15pm

Two groups, same hall, and two different calendars

Quarter past one on a Saturday. A family arrives with a car full of balloons just as the badminton club unlocks the main hall. Both groups believe they booked the afternoon.

One booking was taken by the treasurer in February. The other was written down by whoever answered the hall phone in April. The paper diary that could settle it is sitting in a kitchen drawer three streets away.

The person who normally manages bookings is out of town, and no one else on the committee can check the schedule.

Picktime’s event space booking software keeps new reservations, rescheduled bookings, and cancellations visible in the Online Calendar, so staff can check the latest schedule. The Activity Feed also helps managers review booking changes quickly before they confirm another reservation.

The latest schedule stays visible on the online calendar to the people with access instead of being pieced together from phone calls, paper notes, and separate calendars.

Getting started

Get your room and venue bookings online in three steps

Add the spaces people can hire

Add the main hall, meeting room, kitchen, outdoor areas, or other bookable spaces as resources in Picktime’s space rental scheduling software. Set regular hours with Resource Available Times and block specific setup or cleanup periods with Resource Schedule.

Rooms & equipment →

Put the regular groups on the calendar once

For a weekly youth program or community class, use Recurring Bookings to schedule repeating class sessions without entering each date separately. Set the recurrence for the dates the group actually needs, so the regular slot stays on the calendar without recreating the hire each week.

Recurring bookings →

Share the booking page where hirers already look

Share your booking page on the venue website or a local Facebook group. You can also put its QR code by the entrance so customers can check available rooms and book online.

Use a Picktime specific booking link to send renters straight to book a particular room or resource, rather than the full booking page.

Booking Page & Specific Booking Links →

AI Receptionist

Answer space-rental calls without interrupting your team

Picktime’s AI Receptionist can answer calls 24/7, check available booking times, and help callers make bookings in Picktime. Callers can also reschedule or cancel existing bookings by phone. The AI Receptionist can answer common questions, handle multiple calls at the same time, transfer calls when needed, and provide call summaries and transcripts for the people managing the space.

Bookings created through the AI receptionist appear in your Picktime calendar, so the team can review them alongside other scheduled reservations.

AI Receptionist →

1:15Incoming call
Saturday 1:15 PMOn a call

Caller1:15 PM
Is the committee room free next Thursday evening?
AI receptionist1:15 PM
Yes, 6:00 PM is available on Thursday. Can I take your name?
Caller1:16 PM
Hannah Price. Please book it.
AI receptionist1:16 PM
You’re booked, Hannah: the committee room, Thursday at 6:00 PM.

Thu 6:00 PMCommittee roomBooked

In your Picktime calendarAlongside other reservations

Summary and transcriptFor the people managing the space

What it costs

Start free. Pay when there are more rooms and more people running them.

The free plan is a plan, not a trial. There is no date at which it stops, no card to add, and nothing that quietly turns off in a fortnight.

Free, and it stays free

What one hall gets without paying

Your own booking page, with every room on it
Hirers move or cancel their own booking
Every room on its own hours, and never let twice
Email notifications on every booking

Start free

When there are more of you

What the paid plans add

Standing weekly hires booked once, with an end date
Approval, so the committee agrees a hire before it is held
More people running the diary, each with their own access
More than one building, each on its own hours
Text messages, not email alone

See what each plan includes

Works with what you already use

Connect your booking page, payments, and calendars

Keep connected team calendars in sync

Picktime supports calendar sync with Google Calendar, Outlook (including Office 365), iCloud Calendar, and Exchange for connected team members. When two-way calendar sync is enabled, supported appointment changes can stay in sync with the connected calendar. Room reservations remain visible in Picktime’s Online Calendar.

Connect PayPal, Stripe, or Square to collect online payments. Add your Booking Page or Booking Widget to the venue website, and share booking links on Facebook so renters can check availability and reserve a space online.

All integrations →

Check space bookings from your phone

The caretaker or committee member does not need to be at a desk to check the next hire. With Picktime on iOS and Android, managers have a space booking app for checking upcoming rentals and availability from their phone.

The Picktime app →

Why space rental businesses choose Picktime

Keep spaces, hirers, payments, and availability organized in one place

Picktime’s space rental scheduling software gives community halls, coworking spaces, and event venues one place to manage reservations, room availability, and payments.

Set halls, rooms, kitchens, fields, or shared equipment up as resources, each with its own availability. Renters can check available times on their booking page and reserve a room without calling to ask what’s available. When overlapping bookings are disabled, an occupied time is no longer offered for the same resource space.

For regular groups, recurring bookings let you create a repeating hire once instead of entering the same reservation every week. Booking rules help you control notice periods and booking windows, while Resource Schedule lets you block time for setup or cleanup. Approve Bookings also gives you the option to review eligible booking requests before confirming them.

Picktime also supports online payments, invoices, specific booking links, QR codes, multiple locations, calendar integrations, and iOS and Android apps. Your Picktime calendar keeps upcoming space rentals visible to the people managing the venue, so everyone can work from the same current schedule instead of separate notes, calls, or paper diaries.

Questions

Space rental scheduling software: common questions

Is there free booking software for a village hall or church hall?

Yes. Picktime’s Free plan includes an online Booking Page, unlimited appointments, and scheduling for up to three resources, two locations, and three team members. This helps small halls manage room availability and reservations without a paid subscription. For the latest features and limits, see Picktime pricing.

Can we schedule a class or group session in the same room every week?

Yes. Picktime’s Recurring Bookings feature lets you schedule weekly classes or sessions without entering each date separately. You can manage the repeating sessions in your Online Calendar. Recurring Bookings is available on Starter and Pro.

Can the committee approve a booking before it is confirmed?

Yes. Picktime’s Approve Bookings feature lets managers review, approve, or reject eligible booking requests before confirmation. This feature is available on the Pro plan. Bookings paid for online are confirmed automatically, so consider your payment settings if approval is required.

How can we collect payment for a one-time space rental?

Picktime lets you collect deposits or full payments when customers book a hall, meeting room, or event space online. The free plan supports PayPal payments, while Starter and Pro also support Stripe and Square.

Can more than one person manage our space rental calendar?

Yes. Picktime lets multiple team members manage reservations, check availability, and access the online calendar. This helps caretakers, committee members, and venue managers work from the same booking schedule. The number of team members depends on your Picktime plan.

How can we leave time for setup and cleanup between hires?

You can use Resource Schedule in Picktime to block specific dates and times for setting up or cleaning a room. These blocked periods are unavailable for new bookings, helping you avoid scheduling another group while the space is being prepared.