Clubroom booking,
made simple.
Schedule clubrooms and shared gear by sharing one URL. Survives officer turnover and graduation — no account creation needed for any member.
No credit card. Ad-supported free plan.
Sound familiar?
Paper sheets and group chats turn into chaos
Booking through Discord or a shared sheet leads to overlap, missed messages, and "wait, who has the room?" every week.
Officer handovers break the workflow
When the president graduates, spreadsheet permissions, bookmarks, and institutional knowledge walk out with them — and you rebuild every year.
Don't want every member to make an account
Inviting every new freshman to yet another tool is friction. You want something a first-year can use in two minutes.
Gear (instruments, cameras, sports kit) too
Beyond the room itself, you want to track who has the amp, the camera, the projector at any given time.
How pencil.in fits a student club
Rooms and gear as bookable resources
Track "Clubroom", "Practice Hall", "Amp", "Camera" as separate resources. Color-coded for quick scanning.
Share-URL access — no signup
Drop the URL in your group chat, Discord, or Slack. Every member can book without an account. Onboarding new freshmen is just sharing the link.
Recurring slots for regular practice
Set up "Tuesdays 7pm, 2 hours" or biweekly meetings in one click. Great for fixed practice schedules.
Resilient to officer turnover
The share URL doesn't depend on individual members. When the president graduates, your booking workflow keeps running.
Set up in 3 steps
- 1
Sign in with Google
The president or current officer can sign in. Account creation takes about a minute.
- 2
Register rooms and gear
Add resources one by one, or bulk-import via the CSV template.
- 3
Share the URL with members
Drop it in your Discord, group chat, or onboarding doc — members can start booking immediately.
FAQ
- Is it really free? We're on a club budget.
- Yes. No setup fee, no monthly fee. Ads are shown to cover operating costs. No feature limits — your club doesn't pay anything.
- How do I hand off to the next president?
- Members keep using the same share URL — that part keeps running. To transfer the admin account itself, please reach out via the contact page.
- Can I keep non-members from booking?
- Yes. The view URL and the booking URL are issued independently. Hand the booking URL to members in your private chat, and share only the view URL on public-facing pages. Disable both to make a space fully private.
- Can I log gear loans (instruments, cameras)?
- Yes. Register each item as a resource and book it for the loan window. Return times show on the timeline alongside room bookings.
Make clubroom booking painless — for free.
Sign in with Google and create your first space in under a minute.