Acquire Credit Card Details

-PMS users only

In some circumstances you may require credit card details from a guest to confirm a booking. This may be if you have an Enquiry, or a Held Booking that you now wish to change to a confirmed booking. 

(For more information on creating held/pencil bookings, please click Here)

From within iBex you are able to send out a secure Credit Card Payment link, that will allow guests to record their credit card details in a safe manner. Or alternatively if you are using a Payment Gateway System you can send this link to take a payment from the guest.

Instructions - Acquire Credit Card Details

Open the held booking either from your Bookings Calendar, or by going to Search Bookings.

1.) Click on the Lead Guest tab in the booking, and click New Email to send your guest an email, the New Email popup window will open. 

If you have an Email Template set up that you wish to use, you can select this from the Load Email Template drop-down, otherwise you can manually type your guest a message.

2.)  if you do not have the link for cc payment in your email template, you have the option to include the link at the bottom of the New Email window. There is a tick-box to Include cc Pay Link, and if this is selected, it will send the guest a secure link to enter their credit card details.

3.) Once you have sent this, the guest will receive an email with the Credit Card Pay Link. When the guest clicks the link they will be taken to our secure Credit Card screen to enter their details.

You will then receive an email to confirm credit card details have been received. You can retrieve the credit card details from the Finance tab in the booking, just click on View Stored Credit Card Details.

You can then change the Status of the booking to Confirmed, and also send a New Email to the guest if you wish to thank them, and let them know that their booking has been confirmed.

TIP: 

• Having 0.00 in the "Pay Amount" box when you send your email will ensure no payment is taken from your guests card when they enter their details. This will capture the card so we can perform a charge on it later if needed. 

If you'd like the customer to confirm the booking with a deposit, just change this to a set amount you require and they will be prompted to pay.

• Alternatively, If you are using Email Templates then you can set up the link for the credit card to automatically be included in your emails as below:
    

Take A Payment Through DPS/Payment Gateway

 

If you have received a guests card details and wish to send them an email with a link so they can pay a deposit or make the full payment for the booking, please see the following instructions:

Open the held booking either from your Bookings Calendar, or by going to Search Bookings.

Follow Steps 1 and 2 as above, under Acquire Credit Card Details, 

Once you have the New Email Window open, again at the bottom of the window is thetick-box to Include cc Pay Link. This will send the guest a secure link that will take them to your Payment Gateway provider.

1.) You will need to add the payment amount at the bottom of this screen or the guest will not be charged. If you do not enter a value when using DPS then they will only do a DPS Auth of $1, and no payment will be taken.
  

2.) Once you have sent this, the guest will receive an email with the Credit Card Pay Link.
  

3.) When the guest clicks the link they will be taken to your Payment Gateway Provider screen to enter their details.

4.) Once the guest has made the payment you will receive an email to confirm this, and the payment will be recorded in the booking in iBex.

You will then need to change the Status of the booking to Confirmed, and send the guest an email letting them know their booking has been confirmed with a payment.