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Activating Prepayment, Deposit, and Card on File Requirements

Updated

Once credit card payments are enabled, Clients will have the option to pre-pay for appointments at the end of online booking.

Whether you would like to set a cancellation fee and require a client to put their card on file or if you'd prefer to require pre-payment (in full or a deposit) to reserve the appointment you can set your rules by following the steps below.

Note: Deposit functionality is only available for Amplify subscribers. Card on file functionality is only available for Amplify subscribers who are also connected with MassageBook Pay. Transition and Simplify subscribers can still require prepayment in full.

  1. Navigate to your Business Profile. 
  2. Select Settings. 
  3. Select Online Booking Rules to go to Booking Rules. 
  4. Select Pre-payment Rules. 
  5. Enable the Convenience Fee to apply a fee of $3.85 to online booking. (If desired)
  6. Enable Allow clients to tip online when pre-paying in full to accept tips during prepayment.
  7. Enable Allow clients to save a card on file for future online and in-person payments to allow clients to choose to save their card to be used for any future payments.
  8. Under New client pre-payment rules, enable the Require card information for NEW (first time) clients booking online toggle.
  9. Once the option is enabled, select the When booking online, the client will be required to dropdown
  10. Select your desired option:
    • Place card on file for late cancellation / no show (This card can only be charged during appointment cancellation)
      • Choose % or $ and set your late cancel/no show fee. 
      • Adjust the "Clients can choose to pre-pay in full" if you wish to prevent full prepayment.
    • Pre-pay required minimum amount
      • Choose % or $ and set the minimum amount due.
      • Adjust the "Clients can choose to pre-pay in full" if you wish to prevent full prepayment.
    • Pre-pay full amount due
  11. Repeat steps 8-10 to set requirements for Existing Clients.
  12. Select Save to set your preferences and to enable prepayment requirements. 

Notes:

  • Full Prepayment
    • A tip can be added during pre-payment when paying in full. The client will have percentages of the total to choose that display automatically (10%, 15%, 20%) or they can choose to enter a custom amount. Tipping is not available when pre-paying a minimum deposit online.
    • A Pre-Paid icon will display on the Client's appointment on the Schedule if paid in full.
  • Partial Prepayment (Deposit)
    • Cancelling an appointment with a prepaid minimum deposit DOES NOT issue a refund or supply the client's account with a credit. Any refund or credit will need to be administered manually after cancellation.
    • A Minimum Pre-Paid icon will display on the Client's appointment on the Schedule if the minimum was paid during booking.
    • Taxes will not be added to partial pre-payments.
    • Store Credit cannot be applied to partial pre-payments.
  • Card on File for Late Cancellation/No Show
    • If the client is required to place a card on file, the Client's card will not be charged at the time of booking. This saved card can only be charged during cancellation/no show, a card saved for late cancellations is not automatically available to be charged by the business during appointment checkout.
    • A card saved on file for late cancellation/no-show is only saved to the specific appointment booked by the client. The card will not automatically be available to be charged for additional appointments unless the client books online and reselects the option to save their card for late cancellation/no-shows.
    • When a client places card on file during online booking, or when a business is saving client's credit card on file in the Client Record, the payment processor will check to ensure the credit card is valid.
  • Prepayment Rules apply to all Service Menu items.
  • If the client is required to pre-pay any amount, the Client's card is charged immediately, and the funds are transferred to your credit card processing account. 
  • Clients who are part of a membership in your business will be able to bypass your prepayment and deposit requirements when booking online.
  • Clients can pre-pay for appointments that are booked by the business. The client can log into their client account and select to pre-pay for any appointments that is already on the schedule.
  • Partial pre-payment and Card on File rules do NOT apply to new clients booking through the National Search Directory or through Reserve with Google integration. All new Clients booking through your Business Listing in the MassageBook Search Directory or Reserve with Google will be required to prepay in full in order to confirm their appointment.

View the Mobile App Directions here: Activating Prepayment, Deposit, and Card on File Requirements (Mobile).

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