Regular hirers invoiced once a month instead of once a booking. Certificates of currency chased automatically. Conditions of hire accepted and recorded. One live diary every officer can see, and data that never leaves Australia.
Sound familiar?
A shared calendar only two people trust. Hire application forms returned as photographs of a printed PDF. A folder of certificates of currency that someone checks when they remember. Bonds tracked in a spreadsheet that does not reconcile to the finance system. Keys in an envelope in a drawer. And one officer who knows which community groups are on subsidised rates, because it was never written down anywhere.
Your words, our screens
Your portal is configured to your venues at setup. Your hirers never see stallholder terminology.
| In your council | In TEKRAM |
|---|---|
| Regular hirers (pony club, playgroup, the men’s shed) | Permanent holders with a held space and grouped monthly invoicing |
| Casual one-off hire | Casual bookings, self-served and paid online |
| Certificates of currency | Compliance documents with automatic expiry chasing and booking blocks |
| Conditions of hire | Acceptance recorded against the booking, with an audit trail |
| Hall, pavilion, oval, meeting room | Space types, each with its own capacity, rate and visibility |
| Bond held and refunded | Recorded against the booking (see the note below) |
| The shared Outlook calendar | A live diary every officer sees, with clash detection |
| The filing cabinet of hire forms | One searchable record per hirer, with their full history |
| A hirer cancelling a week out | Cancel with a refund, a nil refund, or a cancellation fee added to their next booking |
| The incident book at the front counter | An incident form for the public and your staff, actioned in the portal |
What it does for you
A weekly pony club or a monthly playgroup is booked a month at a time as one linked batch, with one invoice, one due date and their space held. Roll every regular hirer forward to next month in a single action, with a dry run first that reports exactly what would happen before anything is written.
Hirers upload their own certificate of currency. Expiry notices go out on a daily schedule to them and to your officers. Turn on booking blocks and a hirer without current cover cannot book. Most councils currently rely on a person remembering to do that check.
Every venue, every space, every booking on one screen. Put two hirers in the same hall and the system names them both and refuses to confirm until it is resolved. Officers see the same live picture, so nobody books over the phone against a stale calendar.
Platform and data are hosted in Australia for the life of the agreement. Built and supported in Queensland by the people who wrote it. Our terms include specific undertakings for government customers, including assistance with right to information requests relating to data held in the platform.
Card payments land in your own Stripe account. TEKRAM never holds, receives or handles your money, and takes no commission or percentage of a hire fee. Hirers pay the advertised price with no card surcharge. Cash and bank transfer payments are recorded manually with an audit trail on every change.
Which venues earn their keep, which sit empty midweek, what the community groups actually cost you once subsidised rates are counted. Revenue and expense per venue and per booking, exportable for your finance team.
Our terms of service carry a dedicated clause for councils, government bodies and public authorities. It commits us to supporting your privacy, public records and information security obligations, to assisting with right to information and freedom of information applications relating to platform data, and to keeping hosting within Australia for the life of the agreement.
Our Data Processing Addendum sets out roles, subprocessors, breach notification and data return in writing, so your assessment team is not reverse-engineering it from a sales page. Read the terms and DPA.
Bond handling is on the roadmap, not in the product. Bonds can be recorded against a booking today, but taking, holding and releasing a bond as a distinct transaction is being built now.
Key and access-card management is not built either. If both are hard requirements for your tender, we would rather tell you at the first conversation than at implementation.
Council venue diaries do not measure usage in event dates per month, so our published tiers will not map cleanly to how you operate. Pricing is based on the number of venues and spaces, the volume of hirers, and how many officers need portal access.
Every engagement includes configuration of your venues, spaces, rates, subsidised categories, hire forms and conditions of hire, migration of your existing hirer list, and a written operations manual for your team. Ask us for a quote against your venue list, or send through a tender document and we will respond to it.
Most councils begin with a single hall or showground and expand once the officers trust it. We are happy to run it that way.