Customer Payments

Overview

Customers pay for Reservations, Events, and add-ons through PodPlay, and Admins can charge Customers directly from the Dashboard. This covers what Customers can buy, when their card is charged, how charges appear in Purchase History, how to tell when a card fails, and when an Admin needs to step in.

Types of Charges

Customers can purchase a court or table Reservation or a spot for an Event. Depending on what your Club offers, the system can also let Customers purchase:

• Coaching lessons
• Memberships
• Gift Cards
• Products added to the Shop page

Timing of Charges

When a Customer books a Reservation, they block that time off for other Customers. The PodPlay system places a hold on their credit card to confirm they have the necessary funds, then charges them after the Reservation or Event is over. The charge runs 45 minutes after the Reservation or Event ends.

To learn more, read about the Process of Holds on Credit Cards.

Charge immediately with Settle Now

To charge Customers before the system does by default, use the Settle Now button, which confirms the authorized charge on the Customer's credit card instead of waiting for the system. Settle Now is available inside every Reservation and Event:

1. Click the Reservation or Event
2. Click the three vertical dots at the bottom left of the side panel
3. Click Settle Now

   1. A new window lists every Customer's respective charge
4. Click the blue Settle button at the bottom right of the pop-up

Use this with care. If a Customer later cancels and is not charged a cancellation fee, the system has to refund them, and the Club does not recover the Stripe fee collected during payment processing. Because the system already charges Customers after the Reservation or Event, relying on the default behavior means fewer refunds.

Charging from the Dashboard

There are two ways staff can charge a Customer:

1. Charge a Customer within a Reservation or Event

   1. Select the Reservation or Event in the Dashboard
   2. Go to the Purchases section in the side panel that opens
   3. Select + Charge
   4. Choose the Customer you are going to charge
   5. Fill out the appropriate fields
2. Charge a Customer from their Profile on the Customer page

   1. Go to the Customer tab on the left side panel
   2. Search for and select the Customer you want to charge
   3. Click the Purchases tab
   4. Select + Charge
   5. Fill out the appropriate fields

If using the 2 method, you will need to select a booking to connect the purchase to.

On the Overview page of the Dashboard, when hovering your cursor over an Event or Reservation, the system will show a small dark box of the upcoming or completed visible charge. If the Reservation or Event is upcoming and the system has placed holds on the Customer’s credit cards, the dark box will show a potential revenue. If the Reservation or Event has finished and the system is processing charges to a Customer, or many Customer’s credit card, an accurate value will populate in the dark box within one hour.

For an accurate value to populate in the dark box, the system will update every 10 minutes, if the Event or Reservation is upcoming.

Accepting Cash Payments

Most Clubs do not accept Cash payments. You can accept Cash or not accept Cash; the process is up to you.

Cash payments can only be processed at the front desk or by an employee of your Club within the Dashboard. Customers need to be in person, at the front desk, to pay in Cash if they want to book a Reservation, join an Event, or purchase a product.

Cash for a Reservation

1. Select the time and court in the Dashboard
2. Search the Customer's name
3. Select Cash under Payment Method

   1. The "Amount to be Charged" section auto-populates so the front desk knows how much to collect

Cash for an Event

1. Find the Event in the Dashboard
2. Add the Customer as a participant
3. Select Cash before selecting Add Participant

Cash for a Purchase

1. Navigate to the Customer's Profile
2. Click into the Purchases tab
3. Click the + Charge button near the top right of the side panel
4. Click + Add Item at the top right of the pop-up window
5. Choose the item and click Add
6. Click the Cash option next to the blue Create Charge button before finalizing the purchase