Setting up automated Payment Schedules

Payment Schedules can be used to set predetermined dates and amounts for customers to pay i.e. Deposits. By configuring some rules for scheduled payments the system can set the amounts and dates the payments are due to be created automatically. These settings can also be applied to Bookings made online too so customers do not need to pay the full amount for an activity at the time of booking, but pay a deposit and pay the final balance later. 

Setting up or Editing a Payment Schedule

To find these settings go to your Venue Settings, choose a venue, and then click the Payment Schedules tab at the top of the screen. 

You can create multiple schedules which can be used depending on the total bill amount and whether it applies to online bookings or not. Tick the “Use for web bookings?” box to use with Online Bookings that meet the requirements of the bill amount value.  For web bookings, if more than one rule is found matching the bill amount, then the schedule with the highest “only apply for bill amounts over” value will be used

You can then create the amounts to schedule. Each schedule can include an Initial Payment, which is to be paid when the booking is made and a Final Payment which can be set to be scheduled due a number of days after the booking is made or a number of days before the activity is due to take place.

The initial payment can be configured to be a fixed amount (including a fixed amount by person) or by a set percentage of the total bill. This can also be zero so that no initial payment is needed. However all schedules will require a final payment. 

You can also include more payments into the schedule by clicking on “+Add schedule payment”. This allows you to create a second payment in between the initial payment and the final balance e.g. a 25% of the total bill initial payment, a second 25% of the total bill payment followed by the final 50% of the total bill as the final payment.

If any of the payment conditions cannot be met, the payments will be bundled together into one or more payments. For example, if the scheduled final payment is to be 7 days before the activity takes place, but the activity is being booked 5 days in advanced, the final payment will not be scheduled and will be included in the initial payment. 

The schedule will also be shown to customers when they go to pay online.