Collecting Credit Card Information & Payments

🔐 Collecting Credit Cards from Clients

When We Collect Credit Cards

We don’t require a card at the moment of booking, but we must have one on file if:

• The client previously no-showed or late-canceled

• The client’s upcoming services total over $150

You’ll see a yellow-box note such as “Needs credit card – no-show on 5/20” on their profile.

How to Collect a Credit Card

Step 1: Notify the Client

Hi, this is Adrianna from reWAXation. I see that you have an upcoming appointment, but because of a missed appointment in the past, we’ll need a credit card on file for any future bookings.

I’ll send over a secure link where you can add your card. There’s a small $0.50 charge to store it, but nothing else will be charged unless a cancellation fee applies.

Let me know if you have any questions! 

Step 2: Trigger the Secure Link (the new way)

1. Open the client’s profile > Timeline

2. Filter by › Appointments

3. Scroll to their last no-show/late-cancel (or the current appointment if it’s their first time)

4. Click that appointment > Continue

5. Delete the current service

6. Add Service › Credit Card Hold

7. Go to Payment › Self-Checkout

8. Confirm the amount is $0.50 and press Send

This sends a one-time, secure link for the client to add their card with a 50-cent verification charge.

Step 3: Confirm the Card Was Added

• Go to the client’s Wallet tab—make sure the card appears.

• Update the yellow box note from “Needs credit card” to “Credit card on file”.
  
  

Step 4: Follow Up if No Card Is Added

• If the card isn’t added by the end of the night cancel their real appointment.

💳 Collecting Payments After Declined No-Show Charges

When This Happens

You’ll see yellow-box notes such as:

• “Card declined – needs new credit card”

• “Payment owed: $50 for no-show on 5/20”
  
  

How to Collect Payment

Step 1: Message the Client with upcoming appointmnet 

Hi, this is [Your Name] from reWAXation. We still need to collect payment for a missed appointment on [DATE]. Your card on file was declined. I’m sending a secure link now—please take care of it today or we’ll need to cancel your upcoming appointment. Thanks!

 Message the Client who current no show just declided

Hi [Client Name], this is Adrianna from reWAXation. It looks like the card we have on file isn’t working anymore. We’ll need to collect the [$amount] no-show or late cancellation fee from your last appointment. I’ll send over a link where you can make the payment and update your card on file. Let me know if you have any questions! 

Step 2: Charge via Self-Checkout (the new way)

1. In the sale that was declined, delete the stored card from the client’s Wallet.

2. In that sale screen, switch the payment method from Credit Card to Self-Checkout.

3. The client’s phone number auto-populates—press Send.

   • They receive a secure text where they can pay the fee and add a new card.
     
     

Step 3: Document Everything

• Timeline note:
  “Card declined – self-checkout link sent [DATE/TIME] – awaiting payment.”

• Yellow box:
  “Needs updated credit card and no-show payment – self-checkout started [DATE].”
  
  
  

Step 4: Verify Payment

• Make a list of all clients we are waiting on credit card holds for the following day.

  • If the client hasn’t paid and entered their new credit card- cancel their upcoming appointment.

  • If the sale is closed ➜ payment received

    • Update the yellow box to “Credit card in Mangomint” and remove the balance note.