Turn phone calls and paper logs
into a page every club can check.
Community gyms, tennis courts, club fields. If you're answering every availability call and writing each booking in a ledger, pencil.in lets clubs check availability and book through a share URL. Weekly club slots and rain-out notices are handled in one place.
No credit card. Ad-supported, completely free.
Sound familiar?
Availability calls pile up
You flip through the ledger to answer 'Is a court free next Saturday?' again and again.
Weekly club slots by verbal agreement
Wednesday nights belong to the volleyball club by habit, not in the ledger, so a new group books over them.
Half-court and full-court rentals get confusing
Some days you rent the gym by halves, other days whole, and it's hard to see what's actually free.
Rain-outs and closures
When rain or a facility event cancels play, you phone every booked group one by one.
How it helps your operation
One item per court or section
List tennis court A and B, gym half A and half B: one item per unit you can rent at the same time.
Clubs book via share URL
Give each club's contact the booking URL. They book with a name and email and get a confirmation plus a reminder the day before.
Recurring club slots
Add weekly or biweekly club slots once as recurring bookings and no other group can take them.
Cancellations emailed automatically
Cancel a booking in the dashboard and the club contact receives a cancellation email automatically.
Example: a community club with 2 tennis courts and a gym
The rule of thumb: one item per unit you can rent to different groups at the same time.
What to register
- Tennis court ACategory: tennis court
- Tennis court BCategory: tennis court
- Gym half ACategory: gym. Full-court use books halves A and B
- Gym half BCategory: gym
- Multi-purpose roomFor meetings and changing
Tip: Add each club's weekly slot as a recurring booking before you hand out the booking URL, so new groups can't book over it.
Up and running in 3 steps
- 1
Sign in with Google
One facility manager account is enough.
- 2
Add courts, then fixed slots
List your rentable units, then add each club's weekly slot as a recurring booking first.
- 3
Send the URL to club contacts
Share the booking URL by email or the club's group chat. A view-only URL is there for people who just need to look.
Frequently asked questions
- How do I rent both half and full courts?
- List half A and half B separately, and have full-court users book both halves for the same time. A separate full-court item would not block the halves, so avoid that.
- How are clubs notified of a rain-out?
- Cancel the booking in the dashboard and a cancellation notice goes automatically to the email entered at booking.
- Can unregistered groups book?
- Only people with the booking URL can book. Share it with club contacts only, and regenerate it to disable the old URL if needed.
- Can I collect fees?
- There's no payments feature. Collect fees at the desk or by transfer as you do now.
Let your booking ledger leave the front desk.
Sign in with Google and add your courts to get started.
Booking management for other industries
Rental spaces
Multi-purpose and photo studio bookings via share URL.
Coworking spaces
Meeting rooms, booths, and gear via a member share URL.
Rental salons
Seats, private rooms, and beds via share URL.
Meeting rooms
Manage multiple rentable meeting rooms via share URL.
Rental kitchens
Cooking zones and equipment via share URL.
Rental gyms & studios
Training rooms and studios via share URL.
In/out boards
Who's where, on a share URL anyone can update.
Company cars
Vehicle bookings via share URL, alongside rooms.
Music studios
Rehearsal rooms, booths, and gear via share URL.
Clubrooms
Clubroom and gear booking that survives turnover.