Payment Schedules User Guide

1. Introduction to Payment Schedules

The Payment Schedules section allows you to define when and how much money is due for reservations. This includes setting up deposits and any additional payments required.

2. Managing Payment Schedules

2.1. Payment Schedule List

The initial screen displays a list of all payment schedules that have been created in the system.

2.2. Editing a Payment Schedule

Click on the name of a payment schedule to open its settings and make modifications.

2.3. Adding a New Payment Schedule

Click the “Add Schedule” button to create a new payment schedule.

2.4. Importance of Multiple Schedules

Having multiple payment schedules can be beneficial in several scenarios:

• When different reservation pages require varying deposit amounts or payment terms.
• When you want to use a different payment schedule for internal reservations compared to those made through public reservation pages.

3. Payment Schedule Settings

When creating or editing a payment schedule, you will configure the following settings:

3.1. Description

Enter a descriptive name for your payment schedule. This is for internal use to help you identify and distinguish between different schedules.

3.2. Payment Schedule Configuration

This section allows you to define the details of your payment schedule, including deposits, additional payments, and the remaining balance.

• Payment Types: For each payment (deposit, additional payment, balance), you can specify the amount as:
  • A fixed amount (e.g., $50).
  • A percentage of the total booking cost (e.g., 20%).
  • A percentage of the first night’s rate (e.g., 50%).
  • A percentage of the last night’s rate (e.g., 50%).
• Payment Timing: For each payment type, select when it is required:
  • Upon reservation request.
  • A specific number of days before the reservation’s first night.
  • A specific number of days after the reservation’s first night.
• Deposit Specific Settings:
  • Payment Category: Select the category for the deposit. The default is typically “Deposit,” but you can configure other categories under the Settings Tab > Lists.
  • Include Fees: Check this box to include any applicable fees in the calculation of the deposit amount due.
  • Include Tax: Check this box to include applicable taxes in the deposit calculation.

3.3. Use Internally

Select whether or not to apply this payment schedule to reservations entered manually through the reservation manager. If enabled, the automatic emails with payment links sent for these internal reservations will calculate the amount due based on this schedule.

3.4. Assign to Reservation Pages

In this section, you can select the specific reservation page(s) that should use this payment schedule. This is the crucial step that links your defined payment terms to your public-facing booking pages.

4. Saving and Deleting Payment Schedules

4.1. Save Changes

Important: Remember to click the blue “Save Changes” button after configuring your payment schedule to ensure all your settings are saved.

4.2. Delete Payment Schedule

If you need to remove a payment schedule, you will find the “Delete” link at the bottom of the payment schedule settings page.

• What is a payment schedule?
• What does “use for internal reservations” mean?
• Do I need to use all three options, deposit, additional payment, and balance?
• Can I set up different payment schedules ddepending on how many nights the guest has reserved?

What is a payment schedule?

A payment schedule can be used to automatically prompt a guest for a payment. Prompting may take place immediately upon completing a new reservation request, or at some other event such as X number of days prior to the start of a reservation.

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What does “use for internal reservations” mean?

This means that reservations you enter using the Reservation Manager will be automatically tied to the selected payment schedule.

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Do I need to use all three options, deposit, additional payment, and balance?

No. You can use whichever options best suit your needs.

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Can I set up different payment schedules ddepending on how many nights the guest has reserved?

Yes. Set up two payments schedules – one for short stays, and one to be used for longer stays. Then in your ReservationPage settings, you can select which schedules to use.

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