In a compound's owners association you need to know who booked the club hall or the tennis court and when, what they owe, whether two bookings clash, and how much each facility earned this month. The free shared facilities booking sheet does it: you log each booking on one row and the hours, fee, deposit and warnings appear by themselves. The template and its page are in Arabic.
The problem
Bookings made over WhatsApp or in a notebook end with two bookings for one court at the same hour, a deposit nobody knows was returned, and income added up on a calculator at month-end. The committee also cannot tell which facility is crowded and which sits empty.
How the sheet works
- In Facilities enter each facility: hourly fee, deposit, maximum hours per booking, opening and closing hour.
- In Units enter each unit code, resident name and phone.
- In Bookings pick the facility from the list and type the date, unit code, start and end time. The resident name, hours, fee and deposit appear.
- Type Yes or No under paid, Yes under deposit returned, and set the status to cancelled if the booking is dropped.
- The conflict, maximum and hours columns warn you before a problem turns into an argument.
- The Summary shows the figures for the month chosen in Settings.
How the numbers are worked out
- Hours = (end - start) x 24; fee = hours x the facility's hourly fee.
- Conflict: another confirmed booking of the same facility on the same day starts before this one ends and ends after it starts. A booking starting exactly when another ends is not a conflict, and cancelled ones are ignored.
- Occupancy = confirmed booked hours / (daily opening hours x days in the month).
- Deposits held = deposits of confirmed, paid bookings not marked returned, across all months.
- Unpaid fees = fees of the month's confirmed bookings not marked paid.
Example from the sample data
Names are invented; the month is October 2026 (31 days):
- 16 confirmed bookings and 1 cancelled, 49.5 hours and 6,865 in fees.
- Club hall: 5 bookings, 22 hours, 4,400 income, occupancy 22 / (14 x 31) = 5.1%. Rooftop: 2 bookings, 8 hours, 1,200, occupancy 4.3% because it opens only 6 hours a day.
- Conflict: Karim Fouad's tennis booking on 5 October, 7 to 9, overlaps Laila Hassan's, 8 to 10, so both rows show a conflict (count 2).
- Sameh Adel's hall booking, 16:00 to 23:00, is 7 hours against a limit of 6, so it is flagged. The rooftop booking on the 14th starts at 15:00 though the facility opens at 16:00, so it is flagged as outside hours.
- Dina Ramzy's hall booking (3 hours = 600) is unpaid, so unpaid fees are 600.
- Deposits held: 1,800 across 6 paid bookings whose deposit was not returned.
- Busiest units: B-101 (10 hours), then D-201 (8), then A-101 (6).
Using the online version
The sheet page opens on this example. Type in the white cells and the hours, warnings and summary update instantly; import your own xlsx, export your work, or download the original Excel file. Your data stays in your browser and is not sent to the server.
When it is not enough
It holds 1500 bookings, 300 units and 30 facilities, one person edits at a time, and it flags a clash after you record it rather than blocking it. For the association's budget and spending use the HOA budget and expenses sheet. If you want residents to book online from an app with clashes blocked and automatic notifications, Softwiro can build a system your way.
FAQ
How does it detect a conflict? It compares each confirmed booking with the other confirmed bookings of the same facility on the same day; if the times overlap, both show a conflict.
How is occupancy calculated? Confirmed booked hours / (daily opening hours x days in the month).
What about a cancelled booking's deposit? It counts neither in income nor in deposits held.