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About Payments When Clients Book Multiple Appointments

Updated

This help doc explains how to collect payments for multiple appointments and outlines what the process looks like from a client's perspective under different payment scenarios on your scheduler:

These instructions assume that you have an active payment portal set up under Payments > Payment Settings. 


When payment is required or optional

When payments are required (as set in Payments > Payment Settings), clients must pay the specified amount at the time of booking if the service or class has a price.

Payments can be made optional by unchecking Require Payment for Service/Class in the reason profile's Payments tab.

Client Scheduling Flow:

  1. Service Selection:
    The client selects a service that allows multiple appointments and requires payment. 

  2. Selecting Dates & Times:
    The client selects multiple dates and times, which are aggregated in the Time Cart.

  3. Saving Appointments:
    After entering their information and clicking 'Save,' the selected times and dates are created as appointments in TimeTap and marked as 'Pending - Awaiting Payment.'

  4. Redirect to Payment:
    The client is redirected to the Payment Panel to click 'Pay Now' and complete the payment.

    • Optional Payment:
      If payment is optional, the client sees the Payment Optional Confirmation Message, and the appointments are saved with an 'Open' status.

  5. Credit Card Form:
    The client is prompted to pay the total for all selected appointments plus any additional fees and taxes.

  6. Invoice:
    After payment, the client is taken to the invoice with an option to download it.

  7. Appointment Status Update:
    Once the payment is processed, the appointment statuses change from 'Pending - Awaiting Payment' to 'Open.'

Viewing Invoices:
To view the client’s invoice, go to their profile > Payments & Invoices > View next to the invoice.


 

When deposit is required or optional

If a deposit configured for a service/class and payment is required, clients must at least pay the deposit amount when booking. You can also give clients the option to pay either the deposit or the full price. Deposits can also be made optional by unchecking "Require Payment for Service/Class" in the reason's Payments tab.

Client Scheduling Flow:

  1. Service Selection:
    The client selects a service that allows multiple appointments.

  2. Selecting Dates & Times:
    The client selects multiple dates and times, aggregated in the Time Cart.

  3. Saving Appointments:
    After entering their information and clicking 'Save,' the selected times and dates are marked as 'Pending - Awaiting Payment.'

  4. Redirect to Payment:
    When payment is required and the option to pay either the deposit or full price is not allowed, the client is redirected to the Payment Panel and can click 'Pay Now' to submit the price combined deposit for all appointments.

    • Pay Deposit or Full Price:
      If client's are allowed to pay either the deposit or the full price, they will be given that option after selecting 'Pay Now.'

    • Deposit/Payment Optional:
      If the deposit and payment is not required for that reason option, the client sees the Payment Optional Confirmation Message after submitting their information, and the appointments are saved with an 'Open' status.

  5. Credit Card Form:
    The client is prompted to pay the deposit for all the selected appointments. Additional fees and taxes are not charged when a deposit is required.

  6. Invoice:
    After paying the deposit, the client is shown the invoice with an option to download it or pay the remaining balance.

  7. Appointment Status Update:
    Once the deposit is processed, the appointment statuses change from 'Pending - Awaiting Payment' to 'Open.'

 

 

When card authorization is required

For LumaPay or Square users, clients can provide credit card information for payment pre-authorization during booking. This ensures funds availability when the appointment is scheduled without fully charging the client, and allows you to charge clients manually after their appointments or use a different payment method.

When a reason requires pre-authorization with no deposit set, the client's card will be pre-authorized for the total price per time slot. If a deposit set, the card would be authorized for that amount for every time slot instead.

To enable card pre-authorization, check the "Require Card Pre-Authorization for Service/Class" option in the reason's profile.

To make it optional, uncheck the "Require Payment for Service" box in the Payments tab.

Client Scheduling Flow:

  1. Service Selection:
    The client selects a service/class that allows multiple appointments.

  2. Selecting Dates & Times:
    The client selects multiple dates and times, aggregated in the Time Cart.

  3. Saving Appointments:
    After entering their information and clicking 'Save,' the selected times and dates are marked as 'Pending - Awaiting Payment.'

  4. Redirect to Payment:
    The client is redirected to the Payment Panel to click 'Authorize Card' and provide their credit card information.

    • Optional Authorization:
      If pre-authorization is optional, the client sees the Payment Authorization Only Message, and the appointments are saved with an 'Open' status.

  5. Credit Card Form:
    The client is prompted to enter their card for pre-authorization. Additional fees and taxes are included in the pre-authorization amount.

  6. Invoice:
    After pre-authorization, the client receives an invoice with an option to download it or pay for the appointments using the provided card.


  7. Appointment Status Update:
    Once the deposit is processed, the appointment statuses change from 'Pending - Awaiting Payment' to 'Open.'

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