Booked makes it easy to accept payments for reservations. When enabled, users will be prompted for payment information before completing their reservation.
Enabling Payments #
Reservation payments are disabled by default. To begin configuring payments, first enable allow.reservation.payments in the payments section of Application Configuration. Once enabled, additional configuration options will become available throughout the application.
Schedule Cost Configuration #
Payment cost details are configured per resource, but before the cost can be set, payments must enabled per schedule. In Application Management > Schedules, each schedule has a Reservation Cost configuration section. Here you can set how to charge for reservations (credits or payments), the currency, and when to charge. Once enabled, the ability to set resource cost details will be available.
Payment Gateways #
Booked supports Stripe for card payments and PayPal. In order to charge for reservations, at least one gateway must be configured. Payment Gateways are configured in Application Management > Payments in the Payment Gateways section.
Stripe #
Stripe issues API keys that Booked uses for payment integration. To access your keys, log into Stripe and open the Developers section. There you can find the API keys. Save the Publishable and Secret keys into the Booked configuration.
PayPal #
PayPal issues API keys that Booked uses for payment integration. To access your keys, log into PayPal with your merchant account and open the Developers section. PayPal requires an App to be created before API keys are issued. Create an App, then copy the Client Id and Client Secret into the Booked configuration.
Setting Resource Cost #
In Application Management > Resources, the details for reservation costs are configured. Here is where the base reservation rate can be set. This is the rate that will be charged if no pricing rules are in effect.
Additional pricing rules can also be set here. Pricing rules can increase or decrease the price of a reservation during specific hours or days. Rules can be applied broadly for all users or only for specific groups of users.
Deposits #
If a schedule is set to defer payments until reservation start, the resource will have an option to collect a deposit. The deposit amount can be a fixed cost or a percentage of the total reservation cost.
Security #
Booked never processes payments or interacts with payment information directly. Payment information never passes through the application in any way. This ensures that payments are PCI compliant and completely secure.
Recording Offline Payments #
If a payment for a reservation is processed offline (cash, check, or just waiving the cost), you can capture that “transaction” to balance the reservation cost.
Simply search for the reservation Application Management > Reservations, click the reservation cost link, and manually add the Transaction History.
Refunds #
Booked never automatically refunds payments, even if the user has overpaid for a reservation due to cancellation or modification. The refund must be issued directly from the payment provider, then the refund amount logged in Booked.
Simply search for the reservation Application Management > Reservations, click the reservation cost link, and manually add the Transaction History as a refund.
Receipts #
Receipts are automatically sent for all user-initiated checkouts. These are transactional emails and Booked offers no way to disable them. You can manage the receipt email template from the Email Templates option in the configuration menu of the main navigation bar.
Deferred Payments #
Reservations can be configured to collect payment at the time of the reservation or 24 hours before the reservation begins. This option is configured per schedule, available in the Reservation Cost section of the schedule configuration.
If the payment is deferred until 24 hours before the reservation, then no payment information will be collected at the time of reservation. At 24 hours prior to the start time, the reservation will begin requiring payment and the the reservation owner will be sent email reminders.
Booked can be configured to automatically cancel unpaid reservations. If enabled, reservations with an open balance at their start time will be cancelled. This option is available in Application Configuration.
Payment History #
Reservation payment history is available through the Reservation Management tool. When payments are enabled, additional search filters are available to find reservations that are overpaid, have a balance due, or are paid in full.
Clicking on the reservation payment will show the cost details and payment history for that reservation.
