Payments

A payment belongs to a member and a booking. When the front desk confirms a booking, a payment is raised with status Pending for the amount due. When money arrives at the desk, by card or by transfer, the Accounts Coordinator records the received date and amount and marks the payment Confirmed. If the studio returns money after a cancellation, the payment is marked Refunded.

Keeping the charge on the booking lets anyone answer a member’s question quickly: which class the money was for, when it was received and whether any of it went back.

• Pending charges in one place. Charges raised at confirmation wait on one screen until money is received, so the desk can collect before class.
• Confirmation on receipt. A payment moves to Confirmed only when the money is in hand or the payment provider confirms it.
• Refunds decided by the manager. The Studio Manager approves a refund; the Accounts Coordinator then marks the payment Refunded.

Agree which bookings raise a charge and at what price: drop-in classes, workshops, private sessions and plan purchases may differ. Decide the refund policy for member cancellations and for classes the studio cancels. Agree who confirms card payments taken at the desk and how transfers are matched. If you take payments online, decide how the payment provider’s confirmation reaches the payment record.

A non-member books a Sunday sound-bath workshop. The front desk confirms the place and a payment for the workshop price is raised as Pending against the booking. The guest pays by card on arrival; the Accounts Coordinator matches the terminal receipt, records the received date and amount and marks the payment Confirmed.

The following week a member pays in advance for a workshop that the studio later cancels. The front desk cancels the booking, the Studio Manager approves the refund, and the Accounts Coordinator marks the payment Refunded after the card refund goes through. The booking, the cancellation and the refund all stay on the member’s history.

• Pending Charges — Charges raised at confirmation that are still waiting for money, with member, booking and amount.
• Confirmed Receipts — Payments received, with amount and received date, for daily reconciliation.

• Charge to receipt and refund: From the charge raised at confirmation to a confirmed or refunded payment.
• Booking to attendance: See where the charge is raised in the booking flow.

Plan the payment connection before taking online payments.