Xepos provides Independent School Sports Centre Lettings Software built for UK independent schools to manage facility hire, bookings, payments, scheduling, and access control in one powerful platform. Designed for sports halls, swimming pools, and pitches, it streamlines evening, weekend, and holiday lettings while ensuring internal school activities remain fully protected and prioritised. The system makes it easy to handle external hire requests, automate approvals, manage pricing, and track usage across all facilities from a single dashboard. Schools can simplify administration, improve security, and deliver a professional booking experience for clubs, parents, and community groups. With real-time reporting and automated confirmations, Xepos helps maximise revenue, reduce manual workload, and maintain full visibility over sports centre operations at all times.
Online Self-Service Booking Portal
Xepos provides a modern online portal that allows clubs, parents, and community groups to check availability and submit booking requests at any time. Through School Sports Lettings Software, users can easily request facility hire, receive confirmations, and manage their bookings without needing direct staff assistance. This reduces administrative workload, improves communication, and creates a smooth, professional booking experience for external hirers. It also helps schools respond faster to enquiries and increase bookings through a simple and accessible digital process.
Contact SalesFacility Access Control & Resource Management
Xepos enables independent schools to securely manage who accesses each sports facility while keeping full control over shared resources and equipment. By using School Sports Lettings Software, access permissions can be linked directly to confirmed bookings, ensuring only authorised users enter sports halls, pitches, and swimming pools at the right times. This helps reduce security risks, improves operational control, and supports smooth day-to-day facility management while allowing schools to confidently hire out their spaces.
Contact SalesInternal School vs External Lettings Scheduling
Xepos helps schools clearly separate internal activities from external bookings through a smart and structured scheduling system. With School Sports Lettings Software, schools can prioritise lessons, training sessions, and events while safely managing evening, weekend, and holiday lettings in the same platform. This prevents booking clashes, protects school time, and ensures facilities are used efficiently without disrupting core school operations. It also provides clear visibility across all facilities, helping staff make better scheduling decisions and maximise overall usage.
Key Features:
Evening & Weekend Hire
Manage after-hours, weekend, and holiday lettings easily while maintaining full control over availability and staff cover.
Online Booking Requests
Allow clubs and community groups to submit facility hire requests online through a simple, user-friendly booking process.
Approval Workflows
Enable staff to review, approve, or decline booking requests before confirmation to maintain control over facility usage.
Multi-Screen POS Access
Accept payments at reception, offices, or on mobile devices, making it easier to manage transactions across locations.
Hourly & Block Pricing
Set flexible pricing for hourly, half-day, full-day, or recurring bookings to suit different hirers and maximise revenue.
Caretaker & Staff Scheduling
Align caretaker shifts and staff availability with confirmed lettings to ensure smooth operations and support coverage.
Usage Reporting
Track how often each facility is used, identify peak times, and make informed decisions to improve space utilisation.
Automated Contracts & Confirmations
Send booking confirmations, agreements, and key details automatically to reduce manual admin and improve communication.
Revenue Reporting
Monitor income generated from facility hire with clear reports that provide insight into financial performance.
Flexible Pricing & Rate
Create different pricing levels based on time, facility, or user type to optimise income and support flexible hiring.
Multi-Facility Management
Control halls, pitches, courts, pools, and other spaces from one central system for better visibility and coordination.
Hirer Accounts
Provide hirers with login access to view bookings, invoices, and receive updates, improving communication and transparency.
Mobile Staff Access
Allow staff to manage bookings, check schedules, and process payments from mobile devices on-site.
Waitlist Management
Allow users to join a waiting list for fully booked slots and notify them automatically when availability opens.
Role-Based Staff Permissions
Control what staff members can view or manage, ensuring secure access to bookings and financial data.
Displays/Calendar Views
Use clear digital schedules and calendar views so staff and visitors can see sessions at a glance.
Community User Management
Build a database of regular hirers, clubs, and organisations for better relationship management.
Facility Usage Heatmaps
Visualise which spaces are used most often to support planning and investment decisions.
Have Questions? We’ve Got Answers.
How does sports facility lettings software help independent schools?
It allows schools to safely hire out sports facilities outside school hours, manage external bookings, automate payments, and maximise revenue while protecting internal use.
Can schools separate internal use from external bookings?
Yes, the software keeps school activities and external lettings clearly separated, preventing clashes and ensuring lessons and training always take priority.
Can external clubs book school sports facilities online?
Yes, clubs and community groups can check availability and submit booking requests through an online self-service portal, reducing admin work for staff.
Does the software support evening, weekend, and holiday lettings?
Yes, schools can manage after-hours and holiday facility hire easily while keeping term-time schedules protected.
How are payments managed for facility hire?
The system can accept online payments, generate invoices, track outstanding balances, and provide clear financial reporting for all lettings.
Does the system support recurring bookings for regular clubs?
Yes, schools can easily manage weekly or long-term bookings for clubs and community groups with automated scheduling.
Is the software suitable for multiple sports facilities?
Yes, it can manage halls, pitches, courts, pools, and other spaces from one central platform with real-time availability.
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