Deposits for reservations are common, let's look at how they happen in Moovs. Moovs offers the flexibility to manage deposits both during the quote conversion process and for existing reservations, allowing businesses to tailor payment requirements to their operational needs.
Changing the Deposit Amount During Quote to Reservation Conversion
When converting a quote into a reservation, Moovs allows you to customize the deposit amount to align with your booking policies. Here’s how you can do it:
Start the Reservation Process: Open the specific quote in Moovs and proceed with the steps to convert it into a reservation.
Adjust the Deposit Amount: During the reservation creation process, you’ll be presented with the option to modify the deposit amount for the booking. Make the necessary adjustments here.
Finalize the Reservation: Complete the reservation process, ensuring the updated deposit amount is saved. Using this process, you can customize the initial payment requirement to match your operational or policy needs.
On the Reservation page click Charge to get to the the payments screen. By default the Charge Amount is set to the full value of the reservation (even if it is more than one trip). Use the toggle to allow Moovs to calculate a percentage, or change the value to be the deposit amount. Alternatively, you can generate a payment link through Moovs and send it to the customer, which allows partial payments, including the deposit amount, to be made via the link.
To ensure customers are notified about additional charges, you can enable automated charge emails. Navigate to the settings section in your Moovs account, locate the communication settings, and enable the option for "Send automated charge emails to booking contact." This ensures that customers are informed promptly about any changes to their reservation charges.
Select the method of payment from the Payment Method drop down (please not that any payment method that is not a credit card will not be processed through Moovs, but rather will purely record the payment).
Click charge to process the payment.
Collecting Deposits for Existing Reservations
For existing reservations, Moovs enables you to collect a partial payment as a deposit using payment links. Here’s how:
Access the Reservation: Open the relevant reservation you wish to manage within Moovs.
Send the Payment Link: Use the platform to generate a payment link and send it to the customer. This link will display the total reservation amount.
Process a Partial Payment: Instruct the customer to pay only the required deposit amount when they access the payment link. You can process the payment partially for the specified deposit value. This approach ensures that deposits can be collected flexibly, even after the reservation is created.
Please note that payment links must be sent manually. Moovs does not automatically generate or send payment links after additional charges are added, so it is your responsibility to share the link with the customer.
The Booking Contact will be notified of the payment being processed by email with a live link to their Price Summary where payments are logged at the bottom of the page. It is here that additional payments will also be displayed.
To configure automated notification settings, navigate to the settings section in your Moovs account. Under communication settings, enable the option for "Send automated charge emails to booking contact." This ensures that customers receive timely updates about any additional charges.
The deposit is automatically applied to the reservation, so it could be referred to as a partial payment.
When a reservation has multiple trips, it is recommended that the deposit is charged as a payment to one trip, and not to the entire reservation. Moovs splits the deposit over all trips that are contained within the reservation, as shown below.
It is important to note that payment links in Moovs apply to the entire reservation, not individual trips. This ensures that customers can settle the payment for all trips within a reservation in one transaction.
In the event of a cancelation, with the deposit split over multiple trips, refunds will need to happen on each of those trips. However if the deposit is taken in one trip, it is only a single trip's price adjustment or refund that will need to be processed.