Payment Secures Booking
The 'Payment Secures Booking' feature requires parents/carers to complete any applicable payment before they can successfully book a class or camp.
When this feature is enabled, it applies to all bookings across your system. Parents/carers will be prompted to enter their card details during the booking process and will not be able to complete their booking until the required payment has been made.
This means you don't have to chase outstanding payments.
For subscription classes, parents/carers are required to enter their card details during the booking process in order for their booking to be confirmed.
No subscription payment will be taken at the time of booking. Instead, the card details are securely stored so that the subscription payment can be collected on the 1st of the following month.
However, payment can still be taken for any additional non-subscription items, such as camps, set-up fees etc.
You can switch this feature on in 'Settings' > 'Club Features'
Then use the toggle to switch 'Payment Secures Booking' on:
When enabling the 'Payment Secures Booking' feature, you will be prompted to absorb platform fees if you are currently passing them on to parents/carers.
This is a requirement of the feature, as alternative payment methods are not available when Payment Secures Booking is enabled. As a result, all bookings must be processed through card payments, and platform fees must be absorbed by your club.
Offline Payments
If you choose to collect payments outside of the system, the 'Payment Secures Booking' feature must be disabled. When this feature is enabled, parents/carers are required to make payment during checkout in order to complete their booking.
When using offline payment methods, you can decide whether to absorb the platform fees yourself or pass them on to parents/carers, depending on your preferred payment setup.
Payment Instructions
You can set payment instructions that are viewable at checkout from 'Settings' > 'Customer Payments'
This information will let parents/carers know how far in advance they must pay for their booking.
Please note: Enabling this setting will not automatically remove or cancel bookings for parents/carers who have not paid within the specified timeframe.
This feature is designed as a payment reminder only, helping to encourage timely payment from parents/carers.
Once configured, parents/carers will see the following message during checkout:
Choosing Your Payment Methods
At checkout, parents/carers will be given the option to pay online.
If you also accept offline payments, you can customize the payment methods available to parents/carers by navigating to Settings > Customer Payments:
Once configured, parents/carers will see the following message during checkout:
Recording Offline Payment Methods
Once you have received payment from the parent/carer outside of the system, you can manually mark the order as paid against the order (through the platform).
You can access the parent's order from either:
their profile (under the 'Booking Record')
the class register (under the 'Booking Record')
the 'Outstanding order' page.
You can record a payment against specific items within an order by expanding the 'Record a Payment' section:
Within this section, you can:
Enter the paid amount
Select the payment method used to make the payment
Select the date the payment was made. You can backdate this by up to two weeks.
Select whether a receipt should be sent to the parent/carer via email.
Below is an example of the receipt email that will be sent:
You can also record a payment against the full outstanding balance of an order by:
scrolling down to the outstanding payment section within the order, select the payment method, date and whether you want to send a receipt.
clicking on 'Pay Balance'
The payment will then be recorded against the order, and a receipt will be sent to the parent/carer if this option was selected.
FAQs
What is the Payment Secures Booking feature?
The Payment Secures Booking feature requires parents/carers to complete any required payment before they can successfully book a class or camp. When enabled, bookings cannot be completed without entering payment details.
Does Payment Secures Booking apply to all bookings?
Yes. Once enabled, the feature applies to all bookings across your system.
How does Payment Secures Booking work with subscription classes?
For subscription classes, parents/carers must enter their card details during the booking process for the booking to be confirmed. However, no subscription payment is taken at the time of booking. The stored payment method will be used to collect the subscription payment on the 1st of the following month.
Will additional charges still be taken at the time of booking?
Yes. Any non-subscription charges, such as camps, set-up fees, or other one-off payments, may still be charged during checkout.
Do I need to absorb platform fees when using Payment Secures Booking?
Yes. If you currently pass platform fees on to parents/carers, you will be prompted to absorb these fees when enabling Payment Secures Booking.
This is because alternative payment methods are not available when the feature is enabled.
Can I offer offline payment methods when Payment Secures Booking is enabled?
No. Parents/carers must complete payment during checkout when Payment Secures Booking is enabled. If you wish to collect payments outside of the system, this feature must be disabled.
Can I customise my offline payment methods?
Yes. If you collect payments outside of the system, you can customise the offline payment methods available to parents/carers by navigating to Settings > Customer Payments.