Feature Update:
Collecting deposits through the Mobile App is now available!
Overview
This article walks you through the simple steps to set up, collect, and manage deposits for your services using DaySmart Software. It covers everything from turning on deposit options to handling online appointment requests and refunds, all in an easy-to-follow way. You’ll also learn how to track deposits through helpful reports, making the process smooth and hassle-free!
Setup Deposits
Get started with deposits by enabling them through your services.
Web Browser
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Navigate to the Services tab at the top of your software
Select the service that you wish to setup a deposit for.
Under the Deposits section, select On.
Enter the percentage or fixed amount that will be charged as a deposit when scheduling the appointment.
Click on Save at the bottom right to save the service.
Mobile App
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Navigate to Services using the More tab at the bottom
Select the service that you wish to setup a deposit for.
Turn on the toggle under the Deposits section
Select Percentage or Fixed Amount for the deposit type
Enter the deposit amount that will be charged when scheduling the appointment.
Click Save at the top right to save the service.
Collect Deposits
Now that the deposit feature is turned on for a service, you can now collect deposits when setting appointments.
Web Browser
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Navigate to the Appointment Book
Create a new appointment by entering the necessary details and choose the service that requires a deposit.
Click Collect Deposit and Schedule to initiate the deposit collection screen.
Select how the customer is paying (Credit Card, Cash, Gift Card, Custom, or Check)
At the bottom of the pop-up, you can choose Pay Later to allow the deposit to be collected later or as a part of a multi-ticket checkout.
Using our integrated Credit Card Processing will allow you to save a card on file as well as charge the customer with their credit card through our software.
To continue, click Collect Deposit
If the deposit was successful, the ticket will be created and scheduled.
If the deposit was not successful, you will see a pop-up indicating the funds weren't available.
If you selected Pay Later, the appointment will be created and a collect deposit pop-up message will appear in the details page.
Mobile App
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Create a new appointment by entering the necessary details and choose the service that requires a deposit.
The Deposits section will then display
Click Collect Deposit & Book Appointment to initiate the deposit collection screen.
Select how the customer is paying (Credit Card, Cash, Gift Card, Custom, or Check)
You can choose Pay Later to allow the deposit to be collected later or as a part of a multi-ticket checkout.
Using our integrated Credit Card Processing will allow you to save a card on file as well as charge the customer with their credit card through our software.
To continue, click Collect Deposit
If the deposit was successful, the ticket will be created and scheduled.
If the deposit was not successful, you will see a pop-up indicating the funds weren't available.
If you selected Pay Later, the appointment will be created and a collect deposit pop-up message will appear in the details page.
Modify/Turn Off Deposits
For any outstanding deposits, you can change or cancel it through the appointment.
Please Note:
Modifying a deposit happens per ticket. Changing it will not change the deposit settings for each service.
Disclaimer:
If a deposit has already been collected, you won't be able to modify the existing deposit, and the following steps cannot be completed.
Web Browser
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Navigate to the Appointment Book, then select the appointment you wish to modify/turn off the deposit for.
Select Appointment Details.
Select Modify Deposit.
Modify the value amount and then follow the steps to finish collecting the deposit, OR
Turn on/off the toggle button for "A deposit is required for this appointment"
Select Save
Mobile App
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Navigate to the Appointment Book, then select the appointment you wish to modify/turn off the deposit for.
Select the blue pencil to open the appointment details page
Under Deposits,
Modify the value amount and then follow the steps to finish collecting the deposit, OR
Turn on/off the toggle button for "Deposits Required"
Select Save
Taking Deposits for No-Deposit Services
If a deposit is not enabled in a service, you can still ask for one through an appointment if necessary.
Web Browser
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Starting from the Appointment Book, select the appointment you wish to add a deposit for.
Select Appointment Details.
Under Add Deposit, Toggle the button for "A deposit is required for this appointment".
Enter the value you wish to collect for the deposit.
Select the Add button.
Select Save & Collect Deposits
Then proceed with the steps to finish collecting the deposit
Mobile App
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Starting from the Appointment Book, select the appointment you wish to add a deposit for.
Select the blue pencil to open the appointment details page
Under Deposits, toggle on "Deposits Required"
Enter the value you wish to collect for the deposit
Click Save to update the appointment
You will now be able to proceed with the steps to finish collecting the deposit within the
Deposits for Online Requests
When a customer requests an appointment online for a service requiring a deposit, it will be visible when you accept or decline the appointment.
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From the appointment book, click on the Online Requests tab located in the top right.
Click the three dots on the pending appointment to view your options.
Select Collect Deposit and Accept to initiate the deposit collection screen.
Select how the customer is paying (Credit Card, Cash, Gift Card, Custom, or Check)
At the bottom of the pop-up, you can choose Pay Later to allow the deposit to be collected later or as a part of a multi-ticket checkout.
Using our integrated Credit Card Processing will allow you to save a card on file as well as charge the customer with their credit card through our software.
After choosing the deposit method, click Collect Deposit and the appointment will be scheduled.
Reporting on Deposits
Easily retrieve deposit reports through your account.
Please Note:
The following instructions apply to both the Web Browser and Mobile App. However, please note that the Web Browser provides a more detailed report compared to the Mobile App.
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Navigate to More, then select Reports.
Choose the Sales Total and Sales Tax by Range of Dates report.
On this page, input the Range of Dates and Employee
Click Run Report, then under the Summary you will see two rows
Deposits Collected - Represents the sum of all deposits collected when scheduling appointments.
Deposits Used - Represents only deposits from closed tickets.
Clicking Details in this report will open up a detailed report for each of the rows.
Refunding a Deposit
You can refund a deposit by Canceling, or Voiding the appointment associated with the collected deposit.
Web Browser
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Select the appointment you wish to cancel
Using the Action drop down menu on the top right of the appointment, select Void or No Show (Cancel)
Please be sure to select Void Credit Card Transaction when voiding a ticket paid by credit card.
You will then see the options for how to return the deposited funds
Option 1 - Return funds to the original form of payment
Option 2 - Add funds as a credit to the customers account
After selecting your refund option, click the Void or Cancel Appointment button on the bottom right of the pop-up to finalize the refund
Mobile App
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Select the appointment you wish to cancel
Click Cancel Appt or No Show, then select Refund Deposit
You will then see the options for how to return the deposited funds
Option 1 - Return funds to the original form of payment
Option 2 - Add funds as a credit to the customers account
After selecting your refund option, click the Cancel Appointment on the bottom to finalize the refund
Refund FAQs
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How do I refund a deposit paid by a gift card?
Deposits paid by gift card can be refunded as a client balance credit only. This will be the only option when following the refund steps listed above.
What happens to deposit refunds when voiding bulk appointments?
The deposit will not be refunded for bulk voiding and can only be refunded when voiding individual tickets.
Will there be reporting for deposit refunds?
Yes! You will be able to access the following reports: Deposits Collected, Deposits Refunded, Deposits Used