Online payment, with the slot held until the deadline
An outside hirer of a paid facility pays online before the booking is confirmed. The time is held for them until the deadline; if they do not pay, the invoice is cancelled and the time is freed.
PLANSFrom Growth
Built and tested with a demo payment provider; no live payment has been made yet. Tried with your provider before go-live.
The problem it solves
- A hirer reserves the hall for a wedding date, never pays, and the date is lost for everyone else.
- The office chases payments on the phone and marks bookings confirmed by hand.
- Money arrives in the bank with no booking number, and someone has to match it.
How it works
- An outside hirer books a paid facility on the portal. Approval and signing come first if the facility asks for them.
- When the booking would be confirmed, an invoice is posted to the hirer with the facility, the priced services and the deposit.
- The booking waits as To Pay and holds the time until the deadline. The hirer gets a message with the amount, the time to pay by and the link.
- On the booking page the hirer sees the amount, the deposit and Pay by, and clicks Pay now. The invoice's payment page opens with your payment provider.
- Once the invoice is paid, the booking is confirmed by itself.
- Not paid by the deadline: a job that runs every 10 minutes cancels the invoice, frees the time and tells the hirer.
Everything it does
Who pays first
- Outside bookers (portal logins) of a facility that charges them, when there is an amount or a deposit
- Staff and other Entities do not pay first: other Entities get a statement, staff charges are recorded
- Bookings made by other SmartMy products for their own use do not pay first
The deadline
- Pay within (h) on the rule set: 2 hours to start with
- Never later than the start of the booking
- A paid or in-payment invoice confirms the booking
- The booker or a facility manager can cancel a To Pay booking; its unpaid invoice is cancelled
The payment
- Through the invoice's online payment page and the payment providers set up in your invoicing, with your own provider account
- The same way for membership plans bought online
Who uses it
Outside hirerPays from the booking page or the link in the message.
Facility managerSets Pay within on the rule set and can cancel a To Pay booking.
Accounts staffSee the invoices and payments in invoicing.
Where you use it
- Booking portal: Amount, deposit, Pay by and Pay now on the booking; the cancel window says a refund follows the cancellation rules
- Web: To Pay bookings and the payment state on the Charges tab of the booking
- The SmartMy Facility app: Pay opens the payment page on the web (built and in testing, not in the stores yet)
What you control
Settings
- Pay within (h): 2, on each rule set
- Payment providers: in your invoicing settings, none to start with
Approvals
- Facility booking: when a facility approves public bookings, the hirer is asked to pay only after approval
Notifications
- Facility Booking Payment Due: to the hirer, with the amount, the time to pay by and the link
- Facility Booking Cancelled: to the hirer when the booking is released for not being paid in time
- Facility Booking Confirmed: to the hirer once paid
- Each goes out at once, in the app and by email. A person can switch off email, never the event; in-app notices always arrive
- WhatsApp and SMS are set up for these messages but not offered for bookings yet. App push comes once the apps are in the stores
Questions
How long is the time held?
For Pay within (h) on the facility's rule set, 2 hours to start with, and never past the start of the booking. Then it is freed.Which payment methods can hirers use?
Those of the payment provider you set up in invoicing, such as UPI and cards. The money goes to your own provider account.Do staff have to pay online?
No. Only outside bookers pay first. Other Entities are invoiced once a period, and staff charges are recorded on the booking.Has this been used with real money?
Not yet. It is tested with a demo payment provider. We try it with your provider and a small payment before you go live.Related features
CHARGES AND PAYMENTFree or paid facilities, rates, peak hours and taxesKeep a facility free, charge everyone, or charge only some bookers: outside hirers, other Entities or your own staff. Rates by the hour, half day, day or booking, with evening and weekend rates, minimum charges and taxes.CHARGES AND PAYMENTSecurity deposits and refundsOutside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.PUBLIC HIREA public page for hiring your facilitiesFacilities you open to the public are listed on a page anyone can read, with each day's free and taken times. Hirers create an account, give their phone, ID proof and address, and book with your approval.PUBLIC HIREHire agreement signed onlineA hirer reads your hire agreement on the booking page and signs it with a finger or the mouse before the booking goes on. The signature, name and time are kept, and the agreement prints with the signature.PORTAL, OFFICE SCREENS AND APPThe booking portal for staff, members and hirersPeople without a back-office login book from a web page: parents, students, members, residents and outside hirers. They browse what they may book, pick a free time on a facility's day and book. Then they follow their bookings: check in, accept a waitlist offer, pay, sign or cancel.MEMBERSHIPSMembership plans with visits, sold onlineSell plans for a gym, pool or court: the facilities covered, how many days, how many visits and how many a day. Members-only facilities need a pass with visits left, and members buy and pay for plans on the portal.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.