Collecting or Scheduling a Payment

Collecting payment from a customer for an unpaid booking

If you've added a customer to a booking but haven't processed payment yet, follow these steps to collect payment:

1. In the Calendar 🗓️ view, click on the booking tile for the session you want to process payment for
2. Select the Manage Participants and Payments 👤 icon
3. Next, select the Manage Bookings and Payments icon next to the customer's name
4. In the Bookings panel, select and add the session(s) you'd like to charge.
5. Click the Checkout button
6. Select the appropriate Payment Method
7. Click the Pay & Apply Changes button to process the payment immediately

Once you have processed payment, the booking tile will update to indicate that some of the participants have paid for the session, or all participants have paid for the session ✅.

Processing a one-off charge

To process a one-off charge to any customer, you can follow these steps:

1. In Swift Admin, open the customer's profile
2. Select the Payments tab
3. Click the New Charge button
4. Enter the dollar Amount
5. Select the Service Type from the drop down list. If it's a miscellaneous item or event, you can select Other and and add a custom Service
6. Select the Service from the drop down list
7. Optional — include any fees or taxes, if needed
8. Add any notes, if necessary
9. Select the Payment Method
10. Click the Issue Charge button to process the payment immediately.

Scheduling a payment

Let's say — a customer would like to book recurring weekly lessons over 4 weeks but prefers not to pay upfront for all four lessons. You can schedule the system to automatically charge the customer's credit card on file before each session begins.

The system will automatically process payment before the session starts, based on your facility’s cancellation policy. For example: If your cancellation policy is 24 hours, the system will charge the customer's credit card 24 hours before the lesson's start time.

How to schedule an automatic payment:

1. In the Calendar view, click on the lesson's booking tile.
2. Select Manage Participants & Payments
3. If the customer has not yet been added to the booking:
   • Type their name in the Customer field and select their profile.
4. If the customer is already added to the session:
   • Click the Manage Bookings & Payments icon next to their name.
5. To schedule automatic payments for all listed sessions in this series, select Add All. If you only want to schedule automatic payments for certain sessions, then click the Add (+) button next to each listed session.
6. Click the Checkout button and choose Credit Card as the payment method.
7. Change Charge Immediately to Charge before Booking
8. Click Pay & Apply Changes