S
Sheryne El-Kak
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:
  1. 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.
  1. 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.
  1. 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.
  1. 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.
  1. 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:
  1. 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).
  1. 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:
  1. 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.