The system supports two types of credit card payment options:
Real-time credit card payments: This method is available for Customers (through the Customer View interface) and the Site Administration POS section (your Staff Member processing a Customer credit card).
Credit card capture for later processing: This method, which supports saving a Customer's credit card token to their profile, is available when scheduling through the Customer View, as well as Site Administration of the DaySmart Appointments system. This can be used to charge no-show fees or other fees outside of the Appointment booking process.
System Security
The system allows you to use both of these options in a secure and PCI-compliant environment. This is accomplished by allowing a direct portal between the system and the applicable merchant gateway banking institution. Whenever credit card entry is required, the system provides a secure page hosted by the selected merchant gateway banking institution. In addition, if you use the credit card capture for later use option, the merchant gateway banking institution converts the credit card number into a unique payment "token" for storage in your system. The "token" can later be used to process payments in the POS section of the system but cannot be used outside the system. Therefore, credit card numbers are not stored in your account, eliminating security risks.
Requirements for Credit Card Processing or Capture
To process credit card payments or to capture credit card information for later use, you must first obtain:
(1) an online merchant account and (2) a credit card merchant processor account (known as a gateway) to be able to process credit card payments in any area of the system.
We strongly recommend that you allow any of our supported processing providers
(see below for a list) to assist you with setting up the merchant account and gateway services required for credit card processing/capture.
Additionally, you can submit a support ticket from your account, and we will help determine the payment provider appropriate for your business needs.
Processing Credit Cards
The system allows for processing payments from Customers in the following areas:
When the Customer makes Appointments from the Customer View.
When the Customer purchases a package from the Customer View.
When the Customer buys a gift certificate from the Customer View.
When a POS payment transaction is processed in Site Administration.
Enabling the system to process payments in these areas is done in the Customer Payments section of Settings > Customer Payments.
Appointment Payment Options
The system provides additional flexibility when prompting Customers for payment on the Customer View. These options are found in the Customer Payments section of Settings.
Customers can be given the option to pay when they are making the Appointment or at the time the service is rendered.
If you are using the "prompt but don't process" method, Customer with an existing credit card token on file, it won't prompt them to enter their credit card information. You can set it so that it always prompts for credit card information, even if the Customer already has one on file.
If you are using Events, you can have the system prompt only for Services, prompt only for Events, or prompt for both types of activities.
Returns/Refunds
If a Customer needs a credit card refund, you must utilize your gateway account terminal.