Operationalizing Venue Manager payments

Take payment from the gift card product in Venue Manager

When a guest calls up to purchase a gift card, issue and take payment for the gift card from its product in Venue Manager.

1. From Venue Manager, go to Products > All products.
2. Search for the gift card product.
3. From the options menu (3 dots) for the gift card, select Issue new gift card.
4. Follow the prompts to issue and take payment for the gift card. 

Take payment using invoices

When someone calls to make a booking for a business or school, take payment using invoices in Venue Manager (Pro plan & above).

In some cases, businesses and schools prefer invoices for their records or may prefer alternative payment methods, such as bank transfers instead of credit cards. In such situations, we advise sending an invoice to the organization for payment.

1. From the booking, select New invoice.
2. Select from the available payment method options. 
3. Select Full amount or Deposit.
4. Select the Due date, then select Continue.
5. Edit the email if required, then select Send email. 

The organization will receive an invoice email with a link to download the invoice as a PDF, a link to make an online payment and details to pay by other methods such as bank transfer. 

To monitor and follow up on payments using invoices, use the Invoices report. From this report, you can select a booking ID link to access the booking for contact information and other details.

You can also hold bookings tentatively. If the organization doesn't pay by the due date, the invoice will automatically be canceled in ROLLER and the invoice link will no longer be accessible. Learn more about how to set up and use tentative bookings

Within the booking's activity stream, you can also perform actions like canceling the invoice, marking it as paid, resending the invoice, or viewing the sent invoice email.

Take payment using payment request links

Use payment request links for all other types of bookings, including taking deposits for party or large group bookings. 

1. From the guest booking in Venue Manager, select Take payment.
2. Use Send payment request as the payment method (default).
3. Then follow the prompts to send the payment request link. You can take a payment for the full amount, or in the case of a party or large group booking, the deposit required. 
4. The payment status instantly updates once the guest makes a payment using the payment request link.

Payment request links combined with tentative bookings

Simplify the booking process with payment request links by using tentative bookings. Set a specified hold period for bookings, giving guests a deadline for payment. If payment isn't received, bookings will automatically cancel, freeing up capacity for other sales.

Tentative bookings allow you to send payment links with a defined hold period, saving time in tracking unpaid payment request links and enabling guests to pay at their convenience.

To start using tentative bookings:

1. Set your preferred default hold period in Venue settings. The hold period is the time a guest has to make a payment before the tentative booking is canceled.
2. Any new booking created in Venue Manager will use this default hold period, with options to override it if needed to any timeframe you want.
3. Guests will be notified of their hold period when receiving a payment link via SMS/text or email. Failure to pay within this time will result in automatic cancellation of their booking, streamlining your processes.

Taking payment while the guest remains on the phone

Alternatively, you can take payment while the caller remains on the phone. In this way, you can guide them through the process and confirm payment has been made. 

Staff are prompted throughout the process with real-time status updates to track progress as the guest makes a payment.

1. From the guest booking in Venue Manager, select Take payment.
2. Use Send payment request as the payment method (default).
3. Then follow the prompts to guide guests through the payment process. You can take a payment for the full amount, or in the case of a party or large group booking, the deposit required. 
4. The payment status instantly updates once the guest submits their credit card details.

If a guest is not technically savvy and requires guidance, you can also set a default hold period on the booking for the guest to pay at their own convenience.

Alternatively, you can open their unique payment request page to guide them through the process.

You could suggest making the payment in person at your venue, then cancel the payment link from the booking activity stream.

You can use the Payment Links report to monitor payment status and take necessary actions.

If you're using tentative bookings, if guests fail to pay for a booking before the hold period expires, the booking will automatically cancel, saving you time in tracking unpaid payment links and invoices. 

To monitor payment and invoice link status:

1. From Venue Manager, go to Reports > All reports.
2. Search for and select the report Payment Links.
3. From the booking status filter, select Partially paid and Pending.
4. From the payment link status filter, select Pending.
5. Apply the filters. All payment links pending payment will display.

Select a booking ID link to access a guest's contact and booking details. In the booking's activity stream, you can:

• Cancel the payment link.
• Resend the payment link using the originally chosen method (SMS or email).