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Take deposits on your bookings

Learn how to let customers pay a deposit when they book, how the remaining balance is collected and what to know before you switch deposits on.

Deposits let customers secure their booking with a smaller payment up front and pay the rest closer to the time. They're ideal for higher-value activities, courses, events and accommodation, where asking for the full amount months ahead can put customers off.

Switch on deposits

Deposits are available as an app. Go to Toolset -> Apps -> Deposits and contact us, and our team will switch it on for you.

Set up a deposit

Deposits are set for each product. Go to Products -> Activities (or Accommodation) and select 'Edit' on your product.

  1. Go to the 'Pricing' step
  2. In the Deposits section, choose a fixed amount or a percentage of the price
  3. Enter the deposit value
  4. Set how many days before the booking date the deposit option should stop showing
  5. Click Save and exit

Close to the date, customers pay in full. For example, if you set 56 days, customers booking more than 56 days ahead can choose to pay a deposit.

What do customers see?

At checkout, customers choose whether to pay in full or pay by deposit. Their confirmation email includes a 'Pay remaining balance' button, and they'll receive reminders to pay the balance before their booking date.

Collect the remaining balance

Balances aren't taken automatically, so customers pay using the link in their emails. You can also:

  • Resend the balance link from the session in your calendar: select 'Manage', then 'Comms'
  • Take the balance in person, for example by card reader or cash
  • See every part-paid booking in Sales -> Unpaid items

Good to know

  • Deposits are available on activities and accommodation
  • A fixed deposit can't be more than the product's lowest price
  • Discount codes and vouchers need to be added when the customer first checks out
  • If you refund a booking where only the deposit has been paid, you can refund up to the deposit amount
  • You'll receive an email when the deposit is paid, and another when the balance is paid

Helpful tips:

  • Mention your deposit and balance terms in your cancellation policy so customers know where they stand
  • Keep an eye on Sales -> Unpaid items in the run-up to busy dates
  • Use deposits for your highest-value bookings to make them easier for customers to commit to

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