📝 Overview

This article walks you through the simple steps to set up, collect, and manage deposits for your services using DaySmart Software. It covers everything from turning on deposit options to handling online appointment requests and refunds, all in an easy-to-follow way. You’ll also learn how to track deposits through helpful reports, making the process smooth and hassle-free!

✅ Before You Start

You’ll need access to Services to turn deposits on/off for a service.
Deposits can be collected using tender types like Credit Card, Cash, Gift Card, Custom, or Check (options may vary by setup).
Mobile app deposit collection is supported (if enabled on your account).

🛠️ Set Up Deposits (Per Service)

Get started with deposits by enabling them through your services.

🖥️ Web Browser

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Navigate to the Services tab at the top of your software
Select the service that you wish to setup a deposit for.
Under the Deposits section, select On.
Enter the percentage or fixed amount that will be charged as a deposit when scheduling the appointment.
Click on Save at the bottom right to save the service.

📱 Mobile App

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Navigate to Services using the More tab at the bottom
Select the service that you wish to setup a deposit for.
Turn on the toggle under the Deposits section
Select Percentage or Fixed Amount for the deposit type
Enter the deposit amount that will be charged when scheduling the appointment.
Click Save at the top right to save the service.

💰 Collect Deposits

Now that the deposit feature is turned on for a service, you can now collect deposits when setting appointments.

🖥️ Web Browser

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Navigate to the Appointment Book
Create a new appointment by entering the necessary details and choose the service that requires a deposit.
Click Collect Deposit and Schedule to initiate the deposit collection screen.
Select how the customer is paying (Credit Card, Cash, Gift Card, Custom, or Check)
- At the bottom of the pop-up, you can choose Pay Later to allow the deposit to be collected later or as a part of a multi-ticket checkout.
- Using our integrated Credit Card Processing will allow you to save a card on file as well as charge the customer with their credit card through our software.
To continue, click Collect Deposit
- If the deposit was successful, the ticket will be created and scheduled.
- If the deposit was not successful, you will see a pop-up indicating the funds weren't available.
- If you selected Pay Later, the appointment will be created and a collect deposit pop-up message will appear in the details page.

📱 Mobile App

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Create a new appointment by entering the necessary details and choose the service that requires a deposit.
The Deposits section will then display
Click Collect Deposit & Book Appointment to initiate the deposit collection screen.
Select how the customer is paying (Credit Card, Cash, Gift Card, Custom, or Check)
- You can choose Pay Later to allow the deposit to be collected later or as a part of a multi-ticket checkout.
- Using our integrated Credit Card Processing will allow you to save a card on file as well as charge the customer with their credit card through our software.
To continue, click Collect Deposit
- If the deposit was successful, the ticket will be created and scheduled.
- If the deposit was not successful, you will see a pop-up indicating the funds weren't available.
- If you selected Pay Later, the appointment will be created and a collect deposit pop-up message will appear in the details page.

⚙️ Modify or Turn Off a Deposit (Per Appointment)

For any outstanding deposits, you can change or cancel it through the appointment.

⚠️ Please Note:

Modifying a deposit happens per ticket. Changing it will not change the deposit settings for each service.

⛔ Disclaimer:

If a deposit has already been collected, you won't be able to modify the existing deposit, and the following steps cannot be completed.

🖥️ Web Browser

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Navigate to the Appointment Book, then select the appointment you wish to modify/turn off the deposit for.
Select Appointment Details.
Select Modify Deposit.
- Modify the value amount and then follow the steps to finish collecting the deposit, OR
- Turn on/off the toggle button for "A deposit is required for this appointment"
Select Save.

📱 Mobile App

Click the arrow to learn more

Navigate to the Appointment Book, then select the appointment you wish to modify/turn off the deposit for.
Select the blue pencil to open the appointment details page.
Under Deposits:
- Modify the value amount and then follow the steps to finish collecting the deposit, OR
- Turn on/off the toggle button for "Deposits Required"
Select Save.

💸 Taking Deposits for No-Deposit Services

If a deposit is not enabled in a service, you can still ask for one through an appointment if necessary.

🖥️Web Browser

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Starting from the Appointment Book, select the appointment you wish to add a deposit for.
Select Appointment Details.
Under Add Deposit, Toggle the button for "A deposit is required for this appointment"
Enter the value you wish to collect for the deposit.
Select the Add button.
Select Save & Collect Deposits
Then proceed with the steps to finish collecting the deposit

📱 Mobile App

Click the arrow to learn more

Starting from the Appointment Book, select the appointment you wish to add a deposit for.
Select the blue pencil to open the appointment details page.
Under Deposits, toggle on "Deposits Required".
Enter the value you wish to collect for the deposit.
Click Save to update the appointment.
You will now be able to proceed with the steps to finish the ticket as usual.

🌐 Deposits for Online Requests

When a customer requests an appointment online for a service requiring a deposit, it will be visible when you accept or decline the appointment.

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From the appointment book, click on the Online Requests tab located in the top right.
Click the three dots on the pending appointment to view your options.
Select Collect Deposit and Accept to initiate the deposit collection screen.
Select how the customer is paying (Credit Card, Cash, Gift Card, Custom, or Check).
- At the bottom of the pop-up, you can choose Pay Later to allow the deposit to be collected later or as a part of a multi-ticket checkout.
- Using our integrated Credit Card Processing will allow you to save a card on file as well as charge the customer with their credit card through our software.
After choosing the deposit method, click Collect Deposit and the appointment will be scheduled.

📊 Reporting on Deposits

Easily retrieve deposit reports through your account.

⚠️ Please Note:
The following instructions apply to both the Web Browser and Mobile App. However, please note that the Web Browser provides a more detailed report compared to the Mobile App.

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Navigate to More, then select Reports.
Choose the Sales Total and Sales Tax by Range of Dates report.
On this page, input the Range of Dates and Employee
Click Run Report
Under the Summary you will see two rows
- Deposits Collected - Represents the sum of all deposits collected when scheduling appointments.
- Deposits Used - Represents only deposits from closed tickets.
Clicking Details in this report will open up a detailed report for each of the rows.

🔁 Refunding a Deposit

You can refund a deposit by Canceling, or Voiding the appointment associated with the collected deposit.

🖥️ Web Browser

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Select the appointment you wish to cancel, click Appt Details
Using the Action drop down menu on the top right of the appointment, select Void or No Show (Cancel).
- Please be sure to select Void Credit Card Transaction when voiding a ticket paid by credit card.
You will then see the options for how to return the deposited funds:
- Option 1 - Return funds to the original form of payment
- Option 2 - Add funds as a credit to the customers account
After selecting your refund option, click the Void or Cancel Appointment button on the bottom right of the pop-up to finalize the refund.

📱 Mobile App

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Select the appointment you wish to cancel.
Click Cancel Appt or No Show, then select Refund Deposit.
You will then see the options for how to return the deposited funds.
- Option 1 - Return funds to the original form of payment
- Option 2 - Add funds as a credit to the customers account
After selecting your refund option, click the Cancel Appointment on the bottom to finalize the refund.

❓ FAQs

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions