Run Your Allotment Society Online: Waiting List, Plots, Rents and Shows

With Mythex an allotment committee can build a website that explains the waiting list honestly, a plot register with tenancies and inspection notes, annual rent invoices, trading hut stock and online show entries. You describe what the society does, check it in the preview and publish it, and the whole committee works from the same records instead of the secretary's spreadsheet.

What an allotment committee is juggling

The work is seasonal and it all falls on volunteers. Rents renew on one date, so the treasurer needs every invoice out together and a clear list of who has not paid when the grace period ends. Site inspections need a dated record per plot, because a warning that is not written down cannot be enforced. The waiting list may run for years, and applicants deserve to know where they stand and how offers are made. On top of that the trading hut needs seed potato orders placed months ahead, and the show secretary needs entries by class. A spreadsheet on one laptop and a group chat struggle to do all of this fairly.

A waiting list with dates, plot size preference and a record of offers and refusals
A plot register: plot number, size, tenant, co-worker, start date
Rent invoices on one renewal date, with concessions, water and key deposits
Inspection notes and deadlines attached to each tenancy
Trading hut stock and show entries by class

What you can build for allotment societies

A society website that answers 'how do I get a plot?'

Most visitors want a plot, so the home page explains the waiting list, gives a realistic wait and mentions half and quarter plots. Site rules on bonfires, hosepipes, sheds and hens sit in plain language, trading hut hours and a short stock list are there for neighbours, and each field the society manages has its own directions.

Build a website for our allotment society. Explain how the waiting list works with an honest wait time, offer half and quarter plots, list our site rules in plain language, show trading hut opening hours and stock, and give directions to each of our two sites.

A waiting list the whole committee can trust

Every person has a status: applicant, offered, plot holder, co-worker or former tenant. Offers are logged with a reply deadline so the secretary knows when to move on, and refusals are recorded with reasons, which lets the committee set a fair rule on how many refusals are allowed. Members without email are flagged for a letter or a call.

Make a waiting list and member records app for an allotment society. People have a status (applicant, offered, plot holder, co-worker, former tenant), application date, preferred plot size and contact preference. Log plot offers with a reply deadline and record refusals with a reason.

Rent invoices sent on renewal day

On the renewal date the app raises an invoice for every plot, scaled by plot size and concession rate, with water charges, society membership and key deposits as separate lines. Mid-year starters get a pro-rata amount. When the grace period ends, the unpaid list is ready for the committee.

Build rent invoicing for our allotment society. On the renewal date, create an invoice per plot based on plot size and concession rate, add water, membership and key deposit lines, pro-rata new tenancies, and list unpaid invoices after a 28-day grace period.

Plot holder accounts with inspection notes

Each plot holder signs in to see their plot number, tenancy start date, rent status and any inspection notes with a deadline and photo. They can report a broken trough or a fallen fence from their phone, and two people sharing a plot can both sign in to the same tenancy.

Create a plot holder portal for an allotment society. Tenants sign in and see their plot, tenancy start date, rent status and inspection notes with deadlines and photos. They can report site problems with a photo. Allow two people on one tenancy.

Show entries, work parties and the AGM in one calendar

Take show entries online by class, heaviest marrow, best vase of dahlias, with a limit per exhibitor, and close them the evening before so class cards can be printed. Work parties have a capped sign-up, and results for each class go up after the show.

Build an events app for our allotment society. Members enter the annual show by class with a limit per exhibitor and a closing date, sign up for work parties with a cap, and see the AGM and plant sales on a calendar. Add a results page per class.

Trading hut stock that is ordered in time

Volunteers record sales of compost, canes, netting, seed potatoes and onion sets, and stock drops as they do. Seasonal lines are flagged for reorder weeks before demand, using last year's sales, and shared rotavators and strimmers are logged out to a named borrower.

Make a trading hut stock app for an allotment society. Track items with cost and sale price, record sales, flag seasonal lines for reorder based on last year's sales, and log tool loans with borrower and return date.

Moving off the secretary's spreadsheet

Import the plot list and the waiting list first; both are usually already in a spreadsheet and can be pasted in or uploaded. Check every waiting list entry has an application date, because that date is what makes the list fair and defensible. Then add the tenancy details and rent amounts, and only after that the portal. Give each committee role, secretary, treasurer, site rep, its own access so nobody needs one shared login.

Plots: number, site, size, tenant, co-worker, start date
Waiting list: name, application date, size preference, residency if required
Rents: rate per size, concession rate, water and key deposit

Personal data on a volunteer-run site

Waiting lists hold names, addresses and phone numbers, sometimes for years. Keep member details visible only to committee roles that need them, never show the full waiting list publicly (show a position or an estimated wait instead), and remove former applicants who ask to be taken off. Your landlord, often the local council, may have its own rules on who can hold a plot; put those on the application form.

Questions

Can applicants join the waiting list online?

Yes. The site can have a form that adds them to the list with their application date and plot size preference. You can show each applicant their position or an estimated wait without revealing anyone else's details.

Can committee members share the work?

Yes. Each volunteer signs in with their own role, so the treasurer handles rents, site reps add inspection notes and the secretary manages offers, all on the same records.

Can plot holders pay rent by card?

Yes, if the society connects a payment provider account in its own name. Paid invoices can then mark themselves settled; cash and bank transfers can still be recorded by hand.

Is it free for a small society?

You can build and publish on the Free plan with daily credits and no credit card, which is often enough for a society site. Pro is $25/month if you want a custom domain or code export.

Do I need any technical knowledge?

No. You describe what the society needs in plain words and change things by chatting. The committee can keep improving it one request at a time.

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