# Leisure trust software for councils and centres

> Leisure trust software for councils and leisure trusts: memberships that renew, swim sessions with capacity, reception check-in, payments and smart lockers.

Canonical page: https://venueora.com/industries/leisure-centres

VenueOra is leisure trust software for councils and leisure trusts: a leisure centre booking system that sells memberships and swim and activity sessions, checks members in at reception, takes payments and replaces coin lockers with smart lockers on revenue share.

## A day at your venue

1. A swim session booked at home: The member books a lane swim or a family session from the branded site. Each session has its own capacity and a buffer before and after for the changing rooms, and a members-only ticket type carries the member price.
2. Scanned in at reception: Reception mode shows the current session. Staff scan the QR code on the ticket or search the guestlist by member, order or ticket, and a ticket that has already been used is rejected at the desk.
3. A locker without a pound coin: LockVault, our smart-locker service, replaces the coin lockers with smart lockers hired in under 30 seconds by tapping a card. The hardware runs on VenueOra Locker Management, so a locker opens by NFC tag or an emailed PIN.
4. Walk-ins paid at the desk: A casual swimmer buys a ticket at the VenueOra kiosk or pays on a card terminal from the order at reception. Staff mark the order paid, and the same ticket type and session capacity apply as online.
5. The membership renews each month: Monthly and annual plans are priced by the trust. Renewal reminders go out before the due date, and lifecycle emails follow due, lapsed and win-back members. Concession memberships go through an application that staff review and approve.
6. The month closes with reports: Sales, VAT, year-on-year and daily capacity reports run for each venue, with session reports for the pool programme. LockVault sends an itemised locker statement on the 1st of each month for the committee pack.

## What the venue runs on

- Memberships that renew (Memberships and passes, https://venueora.com/memberships): Annual and monthly subscription plans priced by the trust, with member balances, outstanding payments, renewal reminders and lifecycle emails for due, lapsed and win-back members. Applications with staff review suit concession rates.
- Swim and activity sessions (Timed entry, https://venueora.com/timed-entry-ticketing): Lane swims, family sessions and classes are sessions on a calendar, each with its own capacity and buffer time. Staff move a booking between sessions from the order, and the pool stays within its safe number.
- Smart lockers replace coin lockers (Smart lockers, https://venueora.com/smart-lockers): Coin lockers cost staff time and break. LockVault fits banks of 24 to 240 smart lockers at no upfront cost, runs and maintains them, pays the centre a share of rental revenue and sends an itemised statement each month.
- Payments and reports per centre (Payments, https://venueora.com/payments): Apple Pay, Google Pay and card online, card terminals at reception, refunds and reissued tickets from the order, and payouts after merchant verification. Reports cover sales, VAT, year-on-year comparison and daily capacity.
- Check-in at reception and poolside (Ticket scanning, https://venueora.com/ticket-scanning): Staff scan QR codes at reception or the pool door, and the kiosk scans tickets and RFID where the centre uses it. A member and a casual swimmer check in the same way and appear on one session report.

## Outcomes

- Reporting a committee can read: Sales, VAT, year-on-year and daily capacity reports run per venue, orders export when the auditor asks, and the monthly locker statement is itemised, so the figures in the committee pack come from the system.
- Members who stay: Renewal reminders go out before a plan falls due, and lifecycle emails reach members who are due, lapsed or worth winning back. Outstanding payments show on the member record and in the member’s own account.
- Lockers off the maintenance list: LockVault funds, installs, powers, runs, maintains and insures the lockers and monitors them 24/7. The centre provides floor space and footfall and receives a share of rental revenue instead of a coin-locker repair bill.

## Built for trusts that answer to a council

A leisure trust runs several sites, reports to a committee and buys through public procurement. VenueOra publishes its plans per venue, prices groups and multi-venue operators on request, and gives the finance lead figures that stand up at the next meeting.

- Pricing that fits procurement: Councils and trusts often buy through G-Cloud or Find a Tender. Two plans per venue are published on our pricing page, and a bespoke plan for multi-venue operators sets out what each site gets for a business case or tender.
- UK-based data and support: VenueOra is a UK company with UK-based support, and ticketing and membership data is UK-based. Card data goes to a PCI DSS Level 1 acquiring partner and never touches reception tills or lockers.
- Lockers with a monthly statement: LockVault sends an itemised statement on the 1st of each month and pays by the 15th, with an annual pricing review. The statement suits committee reporting and audit without extra work from the centre.

## Facts

- 24 to 240: lockers per fitted bank
- 99.9%: locker uptime service level
- 1st: of each month: itemised locker statement
- 15th: of each month: locker payout

## Questions

Q: What is leisure trust software and how does it differ from a booking system?
A: Trust software runs memberships, sessions, payments and reporting for every site a trust operates, where a leisure centre booking system usually covers one site and one job. VenueOra does both from one platform: memberships with renewal reminders and lifecycle emails, swim and activity sessions with capacity and buffer time, QR check-in at reception, payments with reports per venue for sales, VAT, year-on-year and daily capacity, and smart lockers from LockVault on revenue share.

Q: How do councils and leisure trusts buy VenueOra?
A: Councils and trusts often buy through G-Cloud or Find a Tender. VenueOra publishes two plans per venue on its pricing page, and groups and multi-venue operators are priced on request, so the figures fit a business case or a tender response. Fees are per ticket and the trust sets its own session and membership prices. LockVault lockers come with no upfront cost; they start with a consultation and a site review, with a proposal within 48 hours.

Q: Can members book swim and activity sessions online?
A: Yes. Lane swims, family sessions and classes are sessions on a calendar with their own capacity and buffer time, sold from the branded site and at reception. The checkout closes a session when it fills, and tickets arrive by email and in Apple Wallet or Google Wallet with a QR code. A members-only ticket type carries the member price, and members and casual swimmers check in the same way and appear on the same session report.

Q: What happens to our coin lockers?
A: LockVault replaces them with smart lockers at no upfront cost and no operating cost to the centre. Fitted banks run from 24 to 240 lockers in four sizes, with sealed doors rated for splash zones and charging variants. Members hire in under 30 seconds by tapping a card, and the hardware runs on VenueOra Locker Management, so a locker can be assigned to a member and opened by NFC tag or PIN. LockVault funds, installs, runs, maintains and insures the lockers and monitors them 24/7.

Q: How is locker income reported to the committee?
A: An itemised statement arrives on the 1st of each month showing the rentals and the centre share, with payment by the 15th and an annual pricing review. The centre receives a share of rental revenue and the figures drop into the committee pack as they stand. The locker revenue calculator on our tools page gives an estimate from footfall. Revenue figures are estimates from footfall and typical conversion. The final split and forecast come from a site survey.

Q: Where is member data held and who supports it?
A: Ticketing and membership data is UK-based, and VenueOra is a UK company with UK-based support. Card data never touches your tills, kiosks or lockers; it goes to a PCI DSS Level 1 acquiring partner. Staff roles from Owner to Accountant limit who sees payments and member records. Your own data protection assessment still applies to how the trust uses member records, and we can set out the data flows for your information governance lead before you sign.

## Related pages

- Memberships and passes: https://venueora.com/memberships
- Timed entry: https://venueora.com/timed-entry-ticketing
- Smart lockers: https://venueora.com/smart-lockers
- Payments: https://venueora.com/payments
- Ticket scanning: https://venueora.com/ticket-scanning
- How councils and leisure trusts buy software: https://venueora.com/guides/how-councils-and-leisure-trusts-buy-software
- How locker revenue share works: https://venueora.com/guides/locker-revenue-share-explained
- Pricing: https://venueora.com/pricing

Book a demo: https://venueora.com/pricing#request