Setting Up the Payment Schedule

The Payment Schedule determines how much a guest is charged at the time of booking. This can be set as a fixed amount, a percentage, or based on the number of nights booked. You can also control whether the amount includes tax and which reservation pages the schedule applies to.

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Step 1: Access the Payment Schedule

1. Click the Website tab in your ReservationKey account.
2. Select Payment Schedule.
3. To create a new schedule, click Add Payment Schedule. To edit an existing schedule, click its name from the list.

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Step 2: Define the Payment Rules

In the payment schedule editor, set the amount to be collected at the time of reservation.

• Amount or Percentage: Enter the amount or percentage to charge when the guest books. For example:
  • 100% — to collect the full amount up front.
  • 50% — to collect a 50% deposit.
  • 1 Night — to collect the cost of the first night.
• Include Tax: To include tax in the initial payment, check the box labeled Include Tax.
• Payment Category: Optionally assign a category (e.g., “Deposit” or “Final Payment”) for reporting purposes.

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Step 3: Assign to Reservation Pages

Below the main settings, you’ll find a list of your Reservation Pages.

• Check the pages that should use this payment schedule.
• If you want this same schedule to apply to internal reservations (those entered manually by staff), set Use Internally to Yes.

When Use Internally is enabled, the system will use this schedule to calculate how much to charge when sending out a payment link or collecting deposits manually.

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Step 4: No Payment Required Up Front

If you do not want to require a deposit or any payment at the time of booking:

1. Set the Amount to 0.
2. Under Fixed Amount Due Upon Reservation Request, confirm that it shows 0.
3. Click Save Changes.

This will allow guests to make a reservation request without paying anything up front.

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Step 5: Save and Test Your Schedule

1. Click Save Changes at the bottom of the screen.
2. Go to your Reservation Page and perform a test booking.
3. Verify that the amount due matches the rules you set in your payment schedule.

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Example Scenarios

• Collect 100% of First Night (no tax): Enter 100% and leave “Include Tax” unchecked.
• Collect 50% Deposit (with tax): Enter 50% and check “Include Tax.”
• No Upfront Payment: Enter 0 and save.

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Summary

The Payment Schedule feature gives you full control over when and how much to collect at booking. It can be customized for each reservation page and even for internal use. By adjusting these settings, you can handle deposits, prepayments, or full payments automatically according to your business needs.