There are a couple of situations where you may need to manually collect or process payment for a booking:
The booking was manually created on the Admin Calendar and payment was deferred, or marked as Pay Later
Your facility allows customers to Reserve Online and Pay in Person
In both cases, you can process the payment through the Admin Calendar and subsequently mark the session as paid.
How to process payment for a booking on the Admin Calendar
In Swift Admin, go to the Calendar page
Click on the booking tile for the session you would like to collect payment
Select the Manage Participants and Payments 👤 (second) icon
Next, if the participant is already listed, you can select the Manage Bookings and Payments icon next to the customer's name
If the participant isn't listed, then type their name in the Customer field and select their profile when it appears
In the new modal, under the Bookings panel, select the Add (+) or Collect Payment ($) icon next to the session(s) you'd like to charge.
In the Receipt section, make sure the amount is correct for each listed session. You can click on the amount and manually change it, if necessary.
Click the Checkout button
Select the appropriate Payment Method
Click the Pay & Apply Changes button to process the payment. Note: if it is a card payment, the system will charge the customer's card on file immediately for the Total amount.
Once the payment has been processed, the booking tile on the Calendar will display with a green checkmark to indicate the session is paid ✅
How to apply a Package or Membership credit to a booking in Admin
If you are manually creating a booking in Admin, and the participant has available credits from a package or their membership, you can manually apply the credit towards the booking to mark the session as paid.
In Swift Admin, go to the Calendar page
Create the booking, or click on the booking tile for the session you would like to collect payment
Select the Manage Participants and Payments 👤 (second) icon
Next, if the participant is already listed, you can select the Manage Bookings and Payments icon next to the customer's name
If the participant isn't listed, then type their name in the Customer field and select their profile when it appears
In the new modal, under the Bookings panel, select the Add (+) or Collect Payment ($) icon next to the session(s) you'd like to apply the credit towards
In the Receipt section, make sure the amount for each of the listed session(s) are more than $0. If any session displays as Waived ($0), click on it and change it to any number more than $1.
Click the Checkout button
For the Payment Method, select Package / Membership Credits (X eligible). If the customer does not have any eligible credits to redeem, the system will alert you.
Click the Pay & Apply Changes button to save changes.
Once the payment has been processed, the booking tile on the Calendar will display with a green checkmark to indicate the session is paid ✅ Credits will also be automatically deducted from their respective package or membership.