Managing Payments for Calendar Appointments

About the Payments Tab

The Payments tab within a calendar appointment provides a central location for handling all financial aspects of a booking. From this tab, you can review the total amount due, see which attendees have paid, examine transaction history, and collect any outstanding payments directly. This article details how to enable and use this feature effectively.

Enabling Payments for a Calendar

Before you can use the Payments tab, you must first activate the feature for your specific calendar.

1. Navigate to Calendars and select the desired calendar.
2. Go to the calendar's Settings.
3. Find and toggle on the Accept Payments option. The CRM will automatically create a corresponding product for this calendar.
4. Optionally, you can also enable Coupon Codes or configure Partial Payment/Deposit rules.
5. For recurring appointments, set your preference for charging the First Appointment Only or All Appointments.

Using the Payments Tab

Once payments are enabled, the Payments tab will be available in every appointment for that calendar.

Accessing the Tab

1. Go to Calendars and then Appointments.
2. Open the appointment you wish to manage.
3. Click on the Payments tab.

Understanding the Payment Summary

The tab displays a summary with key financial information:

• Amount Paid: The total collected so far.
• Remaining Balance: The amount still owed.
• Total Amount: The final cost of the appointment after any discounts or coupons.

Viewing Attendee Payment Status

You can see the payment status for each attendee, including the booker and any guests. Statuses include:

• Paid: The attendee has paid in full.
• Partially Paid: The attendee has paid a portion of the amount due.
• Remaining: The attendee has an outstanding balance.

Collecting a Payment

If there is a remaining balance, you can collect it directly from the appointment.

1. In the Payments tab, click the Collect Payment button.
2. Choose an option:
   • Charge a Card: To process a credit or debit card payment.
   • Record Manually: To log a payment received outside the system, such as cash or check.
3. Complete the required information and save. The payment summary and attendee statuses will update to reflect the new payment.

Reviewing Transaction History

The tab also includes a list of all transactions linked to the appointment, providing a complete audit trail.

How Payments Work

When you enable payments for a calendar, the CRM automatically generates a product associated with that calendar. This product, which is tagged as a calendar product, appears in your Products list. Every time an appointment is booked, a corresponding order is created in the Orders section. You can manage the entire payment process from the appointment's Payments tab without needing to navigate to the Orders area separately.

Important Considerations

• This feature is not available for bookings made through the older Service Menu (v1).
• It is not supported for custom recurring appointments created manually within the app.
• For group bookings, a single order is created for the entire group at the time of the initial booking.
• If you edit an appointment to add guests and have the Collect Payment for Guest option enabled, saving the appointment may create a new order each time. Plan your edits carefully to avoid creating unintended multiple orders.