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Cancellations
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| If your salon has a cancellation charge policy, for example, many salons charge 50% of the treatment value if it is cancelled within 24 hours of the appointment taking place. This can be automated through the system and can be waived at a later date; the charge will appear the next time the client comes to pay for a service.
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 Setting automated cancellation charges
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| To set the system to automatically apply cancellations charges you must first access the cancellations charges section in options:
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| The Cancellations screen will now open showing the following options:
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| · | Do you charge your clients for cancelling appointments? – tick this to turn on automated cancellation charges.
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| · | Apply charges when cancellations made within __ hours. - Fill in the box with the number of hours a booking must be cancelled by to avoid a charge.
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| · | How much. - You can use this area to select either a % of the treatment or a flat rate you charge for a cancelled appointment. Just tick the appropriate box and fill in the appropriate details.
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| · | Do you want to have discretion over this charge? - If you tick this box a question is asked when a cancellation is made to confirm a cancellation charge should be applied.
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| If you have completed the above options, the system will now apply automated cancellation charges. When an appointment is cancelled within the cancellation charge period a box will appear stating how that a charge is going to be applied and stating how much that charge will be.
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| Viewing charges
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| Charges applied to client can be viewed in two ways:
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| 1. | By viewing the client file and looking at the treatment history tab – the last viewable column is titled status, if a charge has been applied and is awaiting payment the status will show Charge, if a charge has been paid the status will show Charge PD, if a charge has been waived the status will show Charge WV. You can then view more details about the charge (including amount) by highlighting the appropriate charge and pressing the button at the bottom of the screen titled Booking Information.
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| 2. | By accessing the Walkin screen and typing the client name in the box titled Select Client and selecting the client from the list. If the selected client has any outstanding charges, these will immediately flash up on the screen.
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| Paying a cancellation
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| When a client has a charge on their account it can be paid in two ways:
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| 1. | View the client card and treatment history as outlined above, then select the charge you wish to pay and press the button titled Pay Booking, the charge will be pulled through to the payment (walkin) screen.
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| 2. | By accessing the Walkin screen and typing the client name in the box titled Select Client and selecting the client from the list. If the selected client has any outstanding charges, these will immediately flash up on the screen, to pay the charges simply press OK on the screen that has flashed up.
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| Waiving Charges
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| When a client has a charge on their account it can be waived in two ways:
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| 1. | View the client card and treatment history as outlined above, then select the charge you wish to waive and press the button titled Waive Charge, the charge will now be waived.
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| 2. | By accessing the Walkin screen and typing the client name in the box titled Select Client and selecting the client from the list. If the selected client has any outstanding charges, these will immediately flash up on the screen, to waive the charges simply tick the box on the right hand side of the screen titled waive.
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