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Setting up Booking Policies

Your booking policy helps set clear expectations with clients by showing how payments, deposits, no-show fees, and late cancellation charges are handled.

📍 Path: Go to Cog Settings → Payments → Booking Policy

Payment Request Policy

When a payment request is set up for all appointment bookings (manual or online):

  1. The policy is displayed on payment request invoices.

  2. The same policy also appears at the payment stage of online booking forms.

📌 This ensures clients are aware of your terms before confirming a booking.

No-Show & Late Cancellation Policy

Set up your no-show and late cancellation policies to protect your business and reduce revenue loss.

With this feature, you can:

  1. Add and manage charges for no-shows and late cancellations.

  2. Ensure policies are displayed during booking and confirmation.

  3. Decide whether to apply charges when marking an appointment as "No-Show" or "Cancelled" in the calendar.

Configure No-Show Charge

  1. Go to the Payments → Booking Policy tab.

  2. In the No-Show Charge card, click Manage.

  3. Toggle Enable No-Show Charge → ON.

  4. Set the fee:

    • Fixed amount (e.g., ÂŁ20)

    • Percentage (e.g., 50%)

  5. Enter the customer-facing policy text.

Example Policy:

We reserve the right to charge a ÂŁXX or X% no-show fee and a ÂŁXX or X% fee for cancellations within 24 / 48 / 72 hours of the appointment.

  1. Click Save.

Configure Late Cancellation Charge

  1. In Booking Policy, open Late Cancellation Charge → Manage.

  2. Toggle Enable Late Cancellation Charge → ON.

  3. Set the fee as either a fixed amount or a percentage.

  4. Choose the cancellation timeframe (e.g., 24h, 48h, 72h).

  5. Enter the customer-facing policy text.

Example Policy:

If you do not arrive for your appointment (No-Show), we will charge a ÂŁXX or X% fee. For cancellations made within 24 / 48 / 72 hours of the appointment, a late cancellation fee of ÂŁXX or X% applies. By confirming a booking, you agree to our payment terms. Charges will be taken from the card on file where available; otherwise, an invoice link will be sent.

  1. Click Save.

Customer Experience

  1. Policies are displayed at the booking and confirmation stages.

  2. When an appointment is marked as No-Show or Cancelled, you’ll be prompted to:

    • Charge the fee, or

    • Don’t charge (if enabled).

📌 If no-show and cancellation policies are not set up, a pop-up will appear. Clicking “Show Me” takes you to the Booking Policy tab where you can configure charges.

Auto-Detect No-Show & Late Cancellations

When marking an appointment as No-Show or Cancelled, the system automatically prompts you to charge or not charge the fee (if enabled in your booking policy).

How It Works

  1. Go to Auto-detect No-Show & Late Cancellations.

  2. Choose a method of charge from the dropdown.

  3. When a no-show or late cancellation occurs, Savvy automatically applies the selected method.

Method of Charge Options

1. Savvy Pay (Card on File or Invoice Link)

  • Card on File: Automatically charges the saved card.

  • No Card on File: Sends an invoice link to the customer.

  • Processing Fee: ÂŁ0.12 per transaction.

💡 This method avoids awkward follow-ups and keeps salon operations professional.

⚠️ Note: If Savvy Pay is enabled, it becomes the fixed method of charge. Bank transfer is not available.

2. Bank Transfer (Invoice Link)

  • Generates an invoice with a payment link.

  • Customers can pay manually via bank transfer.

  • Payment is tracked in your Savvy system.

Example Instruction:

Send the requested amount to Account No: XXXXXXXX.

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