This feature will streamline the management of booking fees, ensuring they are easily applied, tracked, refunded, or carried forward to future appointments, with clear client accountability. Core Functionalities: Booking Fee Retention on Client File: Each booking fee is stored on the client's profile. The fee remains tied to the client account until the appointment is completed or refunded. Option to Carry Forward Booking Fee: If an appointment is rescheduled or canceled (within allowed terms), the booking fee can be carried forward automatically to the next appointment. Provide a manual override option for staff if a unique situation arises. Mandatory Booking Fee for Appointment Creation: The system enforces payment of a booking fee before allowing an appointment to be created. If a client has a valid booking fee balance, it is automatically applied to the new appointment. Easy Refund Process: Staff can process refunds directly from the client profile or appointment screen with a single click. Refunds can be tracked with a reason for refund and associated with the staff member performing the refund. Flexible Fee Management: Allow customization of the booking fee amount by service type. Provide options to waive the fee for specific clients, with reasons logged for accountability. Clear Display on Client File: A "Booking Fee Balance" section in the client’s profile showing: Total fee paid. Appointment(s) tied to the fee. Remaining balance (if applicable). Refunds processed (with timestamps). Automatic Notifications: Send reminders to clients about their booking fee, such as: Confirmation of payment when an appointment is booked. Notification when the fee is applied to a rescheduled appointment. User-Friendly Interface: Appointment Scheduling Screen: Clearly indicate if a booking fee has been applied to the appointment. Display a warning if no fee is on file, preventing staff or clients from proceeding with the booking. Client Profile Screen: Include a Booking Fee History tab where all transactions (payments, refunds, carry-forwards) are logged. Benefits: Improved Cash Flow: Ensures all appointments are backed by a financial commitment, reducing no-shows. Accountability: Transparent tracking of booking fees reduces disputes and ensures clarity. Time Savings: Simplifies the process for staff to manage, refund, or apply booking fees. Client Satisfaction: Provides flexibility for clients to carry forward fees while respecting cancellation policies.
