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Managing payments

If you have configured manual, online and/or credit payments, you can use these tips to manage payments, handle exceptions or make refunds via your booking calendar.

Payment overview and management

The P and + icons are used to indicate payment status; P indicates payment is pending, while + means payment was completed and the booking approved. For the credit system, indicates the booking was (partially) paid with credit. Furthermore, indicates that payment is in progress, while L signals that the user has chosen to pay later. There are a few more symbols related to payment failures that can be found in the list of all status codes.

Overview of appointments

If you have chosen to work with manual payment via bank transfer, check or credit card, appointments will be shown as pending approval: P in your booking calendar. Once you have received payment or verified the credit card information, you will have to manually approve the booking (see Managing appointments and customers).

If you enabled the web shop option in your booking calendar, an overview of shop-related payments will be available within your PayPal account.

Overwriting the payment status

There may be times when you need to override the approval process manually. For example, you may want to mark a booking as paid because you want to give it away for free or have already received payment through another channel. When viewing the booking details as administrator, you will see either Approve or Revert, which can be used to override/revert the current status.

Approval pop-up

Restoring timed-out bookings

When a user makes a booking but doesn’t complete the full payment process, the booking will be timed out after about 15 minutes and is moved to the trash to avoid claiming a space. In the trash, timed-out bookings are marked with a T icon. In order to restore a booking after it timed out, navigate to Supervise > Overview > Show trash, click the image icon to the right of the booking in question and then click Restore Reservation.

Restore after time-out

If a user takes more than 15 minutes to pay and payment comes in after an automatic time-out, the related booking is automatically reinstated from the trash. In this case there is a very small chance that another client has taken the spot in the mean time. If this does happen, the administrator will receive an email to alert to resolve the double booking manually.

Refunds

When you use online payment and want to refund a customer, you need to do so via PayPal. After you refund the payment through PayPal, the associated booking will automatically be marked as refunded in your booking calendar and moved to the trash. Note that if you or your users cancel a booking in your online booking calendar, it will not be automatically refunded through PayPal.

The system does not distinguish between full and partial refunds. If you refund only part of a booking then the booking will be moved to the trash. If this is not what you want to happen, you can reinstate it from the trash as described earlier.

If you’ve enabled the credit system and allow users to cancel their bookings, credits will be automatically refunded once a user cancels a booking.

Accessing credit card information

When your clients enter their credit card information on the checkout screen, how does is get to you? For security reasons it is not possible to send credit card details by email, so you will have to access your online booking calendar to retrieve the information. To facilitate this process, you can specify that you want to receive an email notification for each transaction via Configure > Process. This email contains a direct link to a secure server, where you will need to log in with your account name and password.

Credit card details

The payment status icon of reservations that have credit card information associated with them contains a link to this information: P. Only the administrator and superusers can view this information, provided they are logged in. To see the full credit card number, you need to click the Reveal link to switch to an encrypted connection that can safely send the credit card details.

Managing credits

You can update individual users’ credit levels via User Management. If you need to make mass changes to all user data, you can export the customer database to a (comma-separated) CSV format via Export. You can then apply the changes, save the file and upload it again via Import. Note that Importonly allows CSV files.

Monthly credit reset

Under Access Control you can choose to have your users’ credit level automatically reset to a predefined value on the first day of each month.