Every enquiry, in one place
“Where did they come from? Who are the contacts? What are they requesting?”
Check: no enquiry lives only in an inboxOn 5 November you walked Ali through how BISJ hires out its auditorium, sports hall, pitch, pool and classrooms today. This page puts that process on one sheet, shows the parts you can try now, and answers your two questions: what order to build it in, and at what volume it is worth it.
“As that volume increases, I don't want to be the point of failure. I want something that knows: this booking is confirmed, these are the people who need to know, and they know what to do.”
Lara, Business Development, BISJ · call with Ali, 5 Nov 2026
Not a list of modules. Five results you described on the call, each one something you can check.
“Where did they come from? Who are the contacts? What are they requesting?”
Check: no enquiry lives only in an inbox“My biggest concern is that someone has paid for a rental at a time that's already been booked to somebody else.”
Check: double bookings per term, target zeroSecurity for the 200 guests, facilities for setup and cleaning, school services to open the café.
Check: tasks done before the event, not chased on the day“For facility hire I would want payment in advance.” Partners can still pay in arrears.
Check: no letting goes ahead unpaid“If someone just wants the football pitch for two hours on a Saturday,” they see the free times and book it.
Check: share of bookings with no email from youEach step as you described it, in the order it happens at BISJ, marked with what exists today and what we would build for you.
Enquiry form on the BISJ website or a QR code creates the contact, organisation and opportunity
Replaces the form you send by hand today.Source recorded: website, community, partner, direct
Enquirer can book a call with you from the same form
Form asks for facility, date, guests, extras (setup, cleaning, F&B) and budget, so you can decide what is worth a conversation
Your school emails and Google Calendar in the same record, files included
Hala, the AI assistant, scores each opportunity and flags the next step
A calendar for every facility, any number of facilities
Built on HAL's facility bookings (from HAL Clubs) and BISJ's room list in HAL, opened up to outside hirers.A slot held for an opportunity shows blue; confirmed shows green and locks against other bookings
HAL already approves bookings and checks closures; we extend the clash lock to every booking and club session.You set, per facility, how it is booked: online with payment, or a request that you confirm first
Change it any time, for example when a facility starts taking event bookings.Requests that need you: you confirm the details and price, the customer gets a payment link, and the slot locks once paid
Each booking type carries its own task list with due dates: a week before, three days before, on the day
Facilities and IT tasks open as Support Desk tickets, so the right person in the team picks them up
Support Desk is being rolled out at BISJ now.8 am WhatsApp summary to you of anything still open, 3, 2 and 1 days before
Invoices raised by your accounts team in HAL, ZATCA Phase 2
Advance or arrears per customer; the opportunity shows agreed, invoiced and still to invoice
Website booking with online payment for simple lettings, golf simulator included, invoice and receipt emailed automatically
One row per facility. Click a free hour to hold it for an opportunity (blue). Click it again to confirm (green). Then try to book over a confirmed slot or school time.
Internally you see who booked each slot. On the website, visitors only see free or taken.
You define the task list once per type of booking. When a booking is confirmed, HAL sends each task to the right team with a due date and keeps reminding until it is done.
Sample: Saturday evening event. Lists and lead times are set with you in Phase 2.
First set the rule for each facility: booked and paid online, or a request that goes to you to confirm before the customer pays. Then try it as a visitor. Rates shown are samples.
You asked at what volume a system makes sense. Here is an honest answer: at one booking a month it does not pay back. Move the sliders to your current and expected volume.
How it is worked out: time saved assumes HAL removes about two thirds of your handling per booking (availability checks, team emails, invoice requests). Extra revenue counts only the additional bookings. AMC of SAR 7,000 a year applies from year two. Clashes avoided and refunds not paid are left out, so the real figure is higher.
BISJ runs finance and procurement on HAL, maintenance is being rolled out, and the Support Desk is next. Lettings sits on the same records, so a booking, its tickets and its invoice never need re-keying.
| You need | Status | How |
|---|---|---|
| Track enquiries, contacts, organisations and source | In HAL | HAL CRM, as shown on the call |
| Website enquiry form and QR code | In HAL | Form on the BISJ site creates the opportunity |
| School email and Google Calendar in the record | Configure | Same single sign-on your accounts team already uses |
| Know what the enquirer wants and their budget before replying | Configure | Facility, extras and budget fields on the form |
| See availability by facility, no double bookings | Extend | HAL's facility bookings (draft, approval, closures) and your room list, extended with a calendar per facility and a lock that covers hires and club sessions alike |
| Tell security, facilities and school services automatically | Configure | Task lists per booking type, WhatsApp and email reminders |
| Facilities tasks into the team's ticket queue | Configure | Support Desk, being rolled out at BISJ |
| Advance payment and invoicing | Live at BISJ | Invoices raised by accounts in HAL; invoiced and outstanding shown on the opportunity |
| Website calendar and self-booking | Build | Public view shows free or taken only, never who booked |
| Choose per facility: book online, or your confirmation first | Configure | A booking rule on each facility, set and changed by Business Development |
| Requests you confirm, then the customer pays | Build | Hold while you review, confirm with a price, payment link to the customer, slot locks once paid |
| Online payment for simple lettings | Build | On HAL's existing online-payment integration, used for school fees at other Jeddah schools |
| Golf simulator bookings | Build | Booked and paid online with the other simple lettings in Phase 3, on the same lettings board; its separate booking system can then be retired |
| Sports academy revenue share | Later | Not in this scope. Academy slots show on the board; billing the share can follow as a Phase 4 |
Phase by phase, the way BISJ's finance rollout went: procurement first, then accounts, then reporting. Each phase goes live and is used before the next starts.
Start when: you are promoting lettings and enquiries reach roughly 10 a month.
Start when: you have more than one event in the same week, or the first near-clash.
Start when: simple hourly bookings take more of your time than event enquiries.
| Item | SAR |
|---|---|
| Phase 1 · enquiries | 18,000 |
| Phase 2 · facility calendars and team tasks | 15,000 |
| Phase 3 · website booking with online payment | 12,000 |
| Total, all three phases | 45,000 |
| Annual maintenance from year two, all phases | 7,000 / year |
Figures as discussed on 5 November and still preliminary; Ali confirms them in the next session. Timings are estimates from similar HAL projects. You mentioned SAR 10,000 ring-fenced for CRM this year: Ali offered to spread payment across academic years so the phases follow your budget, not the other way round.
Ali holds Tuesday for the follow-up.
Agree the booking rule for each facility (online, or your confirmation first), and the task list for your first two booking types.
Phases, dates and payment split across academic years, in writing.