With Card on file turned on, you choose Hold card or Take deposit on online booking. Take deposit charges the fee amount when someone books online (same £ as your late cancel / no-show fee). If they attend, the deposit is applied at Sales; if they cancel late or miss the visit, you keep it — no second charge. Connect Stripe first — see Connect Stripe for patient payments.
Choose Hold card or Take deposit
- Go to Settings → Calendar (scheduling tab).
- Scroll to Booking settings → Card on file for bookings and switch it on.
- Choose Hold card — no charge at booking; you can charge the late / no-show fee later if needed.
- Or choose Take deposit on online booking — charge that fee amount when patients book online.
- Set Notice required (hours) and Fee inside that notice (£) — the fee is also the deposit amount.
- Click Save settings.
Note
Admin diary bookings do not take a deposit automatically when you reschedule. On clinics with Take deposit, staff can optionally take a deposit when saving a new calendar booking — including charging a card on file or emailing a payment link if there is no card. Reschedule never asks for one.
What patients see when they book
- The patient picks a service and time on your online booking page, then taps Confirm booking.
- A Booking deposit step asks them to pay the deposit (and saves the card on file).
- After payment, the appointment is confirmed. The deposit is applied at the till if they attend, or kept if they cancel late / miss.
What happens next
Set up card on file for bookings
Hold card only — save a card without taking a deposit at booking.
Take a deposit when booking on the calendar
Take a deposit (or email a pay link) when staff book on the diary.
Charge no-show fees
Charge or record a missed appointment from the calendar.
Take payment at reception (POS)
Apply credits and collect the balance at Sales when they attend.