Handling a deposit when clients book online
The tool does not collect deposits, but a pending booking holds the time until you have your payment.
Payments and confirmed bookings
4appointments does not collect a deposit at booking: online payment is not available in the current plans. If you want to ask for a deposit, you can still do it yourself, using the fact that every request stays pending until you confirm it.
A client sends a request on your booking page. No payment is asked for, and the request is saved as pending. The requested time is held, so no one else can book it while you wait.
You contact the client by phone or message and state the deposit amount and how to pay it, for example by a transfer to your account. Put the conditions in that message: the amount, the deadline and what happens if the client cancels.
When the payment has reached you, open the bookings list in the panel and confirm the booking. The tool does not record the deposit, so keep your own note of what was paid, and since confirming sends nothing to the client, let them know yourself.
Set a deadline that fits the system: a pending request that is not confirmed or rejected is cancelled automatically about an hour after the end of the requested time, so decide before then. If the client cancels with the management link, the time is freed; what happens to the deposit is settled between you and the client, as you stated. The tool has no refund function for this.
Points to remember
- ✓Deposits are not collected online by 4appointments
- ✓A pending booking holds the time while you wait for payment
- ✓State the amount, the deadline and the cancellation terms in your message
Common questions
Can each service have a different deposit?+
Not in the tool. You can decide your own deposit per service and tell each client when you contact them.
Is it possible to exempt returning clients from the deposit?+
Yes, because you decide case by case: simply confirm their request without asking for a payment. The system makes no distinction between clients.
More booking guides
Want to protect your calendar from empty slots?
Hold each request as pending, agree the deposit with the client and confirm once it has arrived. Try 4appointments free for 12 months, with no card, and plans from €1 per month afterwards.
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