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The fee (or balance after the deposit) can be collected immediately via the POS (or on the next visit)
Refunding the customer their money as they cancel
Normally customer is not in the clinic when they cancel
System will limit the refund to the amount taken for that
Default action is to create a credit note that can be applied to other sessions and this avoids the refund fee
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If the customer is not in the clinic
Used when the customer calls up
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If the customer has a remembered card
Select from the remembered card
Refund fee is charged by default ( waive using tickbox)
use - “Refund Now Button”
If the customer does not have a remembered card
Enter the customer card details
tick if card is to be remembered
Refund fee is charged by default ( waive using tickbox)
use “Refund Now Button”
If the customer is in the clinic and their card is present
Refund fee is charged by default ( waive using tickbox)
Select “Refund via POS Checkout”
Refund Journal will be created (set to “Pending”) and autoapply in the POS
Refund Journal
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Clinic contacted to cancel the appointment
Client usually calls, sends an SMS or an email requesting to cancel their appointment.
Find session in calendar > right click > cancel session > enter reason notes and if fee to be waived
Within 3 hours possible take full payment
Room Renters within 3 hours normally require full fee, 3 hours to 24 is loss of deposit
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Cancellation when no deposit taken and no fee required
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Customer online cancelling an appointment
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Find the next session for the person searching by user
Cancellation options as per clinic
Review of recent cancellations + ability to over-ride cancellation fee decision (Reverse created credit note)
Later Therapist can waive fee if new booking in n days
Therapist to have a list of cancelled sessions
Fully paid
Deposit kept
Deposit Credited
Room Renter Therapist:
- Can Reduce fee to zero or a reduced amount as long as a replacement booking made in n days
Replacement booking to check for possible credits
Not a room renter
cannot over-ride admin decision
Finding Cancelled Appointments for a person / date
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