By default, if the cancellation policy is on, whenever a service is booked, it requires your client to enter their credit card information. This works in conjunction with your cancellation policy to ensure that your client is charged a cancellation fee when they cancel or reschedule their appointment. Should you wish to allow your client to book without having their credit card information captured, thus NOT enrolling them in the cancellation policy, you can do so by turning on the Disable Card Capture for a service.
Additional context: By disabling card capture, businesses are allowed more flexibility to manage appointments without enforcing strict policies on cancellations for specific services, particularly in cases where capturing payment details might deter clients from booking.
Alert: Keep in mind-- Even if you disable card capture and there is a service deposit tied to that service, the client will still be required to enter credit card information to pay the deposit.
1. Navigate to https://app.aestheticrecord.com
2. From the Appointments tab, click on the Wrench Icon.
3. Click "Smart Configuration"
4. Click "Services"
5. Select the specific service you wish to disable card capture for.
6. Scroll down to where it says "Disable card capture for this service?" and toggle it on.
For In-Person Services the option will be located as shown in the photo below.
For Virtual services the option will be located as shown in the photo below
7. Save. Now that service is not enrolled in the cancellation policy!
Keep in mind, enabling the "Disable Card Capture" will ONLY apply to bypassing CC information for the cancellation policy. If you have a Service Deposit set up for this service, patients will still need to enter CC information for the service deposit and it will not bypass this portion of booking.
Additionally, please note that POS/AR Pay must be enabled for the system to collect card information online. Without this, card capture for cancellation fees or deposits cannot be processed even if a policy is enabled.
When a service does not capture the card info for a cancellation policy, you can easily identify this by looking at the appointment details for an upcoming appointment on both the web and app.
The appointment details will not show a red x box icon in the upper left hand corner.
When an appointment is scheduled that is enrolled in cancellation policy, you'll see the red x calendar box icon reflecting in the patient's appointment details from the calendar
It's also key to note that if POS/AR Pay is not enabled, the system may not show the credit card capture during online booking. Ensure your payment system is configured correctly to allow for seamless patient booking and fee collection.
