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.
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
- Make a Quick New Booking or select New Booking in the Bookings section in the menu.
Tip - If you are going to email the customer it is recommended that you use the New Booking method as you can then add notes which will be emailed to the customer.
If you are not emailing the customer, you may want to create it using the Quick New Booking method as this requires minimum input but will still provide a reference and be shown on your Bookings Calendar.
Please see the example below for more information. - Complete the booking details as required
- Instead of clicking Book, select Create Held Booking from the Booking button drop down options.
- Once the Create Held Booking option has been selected, your customer will receive an email notification (if email was opted) advising them of their Held option and any public Notes (Booking Comments and Other Info) that you may have added (as demonstrated in the example below).
The Held booking will be shown on the Bookings Calendar in blue and in the Bookings List with a blue On Hold icon in the Status column.
You will need to manage the Held booking and either confirm it or cancel it as necessary.
Example using the notes fields:
When you add the notes in iBex ...
... the customer receives any public notes in their email notification ...
... and you are shown any private notes in your account whenever you hover over the booking on your Bookings Calendar ...
... and on your Bookings or Arrivals and Departures List (if set to do so in your Screen Options)...
For more information about using the notes within iBex, please go to the booking notes help documentation.
Open the held booking either from your Bookings Calendar, or by going to Retrieve & Search Bookings.
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.
If you are using Email Templates then you can set this up with our Credit Card Link 'tag' as below, in which case you will not need to tick the Include CC Pay Link in the following step.
At the bottom of the New Email window is a tick-box to Include cc Pay Link. This will send the guest a secure link to enter their credit card details.
Once you have sent this, the guest will receive an email with the Credit Card Pay Link as below.
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 as below.
You can now send a New Email to the guest if you wish to thank them, and let them know that their booking has been confirmed.
Open the held booking either from your Bookings Calendar, or by going to Retrieve & Search Bookings.
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.
If you are using Email Templates then you can set this up with our Credit Card Link 'tag' as below, in which case you will not need to tick the Include CC Pay Link in the following step.
At the bottom of the New Email window is a tick-box to Include cc Pay Link. This will send the guest a secure link that will take them to your Payment Gateway provider. 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.
Once you have sent this, the guest will receive an email with the Credit Card Pay Link as below.
When the guest clicks the link they will be taken to your Payment Gateway Provider screen to enter their details.
Once the guest has made the payment you will receive an email to confirm this as below, and the payment will be recorded in the booking in iBex.
You will then need to change the Status of the booking to Confirmed as below.
You can then send a New Email to the guest if you wish to thank them, and let them know that you have received the deposit and their booking has been confirmed.