Example Workflow
Example workflow: Setting up deposits and reminders
A step-by-step scenario for protecting your calendar from no-shows and last-minute cancellations.
Thirty days for $1, then $139 a month with four team members included.
The situation
Assumed practice: Corrective facial practice
Imagine missed appointments are a regular part of your week. You send reminder texts by hand when you remember, and some clients cancel by text minutes before they're due. You've thought about deposits but worry they'll put off new clients.
If you're hesitant, you can start with a card on file and no charge, then move to a deposit later. This example covers both.
The steps in SpaSphere
Choose deposit or card on file
In Settings > Appointments, turn on Require deposit and set a Deposit percentage. To collect a card without charging it, set the percentage to 0. Clients who book online go through these rules on your booking site.
Set your cancellation window
Enter your Cancellation policy in hours, for example 24. With Enforce cancellation policy on, clients can't cancel online inside that window and are asked to contact you instead. Write your policy on your website's policies page so clients see it before they book.
Schedule reminders
Under Notifications > Settings, set up to three reminders, for example 48 hours and 2 hours before. Turn on email and SMS. Each reminder includes a Cancel Appointment link that respects your cancellation window.
Cover the bookings you make yourself
When you book a client by phone or DM, tick Send request for deposit in the Payment section as you create the appointment. She gets a secure link by email to pay the deposit or save a card on your SpaSphere website. The link lasts 7 days, and a paid deposit counts toward her ticket at checkout.
What to notice
- Deposit rules apply to online bookings automatically; request links cover the ones you book yourself.
- A 0% deposit captures a card on file without charging your client.
- The cancellation window and the Cancel Appointment link in reminders work together.
- Deposits go straight to your Stripe account and are deducted at checkout.
Features in this workflow
More Example Workflows
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