Collect the charge raised at booking confirmation, confirm the money received and handle approved refunds.
Confirming a booking raises one payment for the member and booking, marked Pending.
Front Desk Coordinator collects pending charges before or at check-in, by card, cash or transfer.
Accounts Coordinator matches the money received to the payment, records the amount and received date, and marks it Confirmed.
Front Desk Coordinator marks the booking Cancelled when the member cancels, or when the Studio Manager cancels the session.
Studio Manager decides whether the cancellation qualifies for a refund under the studio's policy.
Accounts Coordinator returns the money through the original payment method and marks the payment Refunded.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.