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Setting Up Deposits

Kathryn H.
Kathryn H.
  • Updated

Overview: What are we talking about?

In this article, we will show you how to set up the Deposits feature in Gingr, and how to update and configure the related settings and email template.

This article includes:

 

Helpful Hint: Before you begin.

  • Only those in the Admin user group are able to configure Deposits.

  • If a user has the can edit deposit amount user permission, the deposit amount can be overridden at the time of reservation creation or acceptance. The amount can also be changed any time before it is paid.
 

How to: Set Up Deposits. 

Setting Up Deposits

If you require a deposit for any of your reservation types or services, you will need to set up Deposit Dates in Gingr. (date ranges during which a deposit is required for the particular reservation type/s you designate).

To Set up Deposit Dates:

  1. Navigate to Left-hand Navigation: Admin » Deposits.

  2. Click the +Add button under the Deposit Dates section.

    Screen_Shot_2020-03-30_at_10.52.54_AM.png
  3. Choose a location.

  4. When choosing a start and end date, a deposit will be required for any reservation that falls within those dates (but only for the selected reservation types). If you require a deposit all the time, choose an end date sometime far in the future.

  5. Enter a dollar amount OR percentage. The dollar amount is a flat rate, whereas the percentage is a percentage of the entire cost of the reservation (including any attached additional services). Please only input one of these options.  

  6. Choose one or more Reservation Types.

  7. Click the Save button to save.

    Screen_Shot_2020-03-30_at_10.54.54_AM.png 

Your deposit dates will now be displayed on the Deposit Dates admin page Left-hand Navigation: Admin » Deposit Dates.

Important! When attempting to review your deposit dates users can search by day of the week or by a specific date, you cannot search by date range. When searching by date the following format must be used: DD/MM/YYYY.

 

Deposit Email Template

Your Deposit Email Template is the automated email that is sent to customers to let them know that a deposit is required for their reservation. The email is sent automatically when the reservation is created or accepted by your business and can be sent every day until the deposit is paid.  


To modify this template: 

  1. Navigate to Left-hand Navigation: Admin » System Email.
  2. Under the Email Templates section, search for the template, and click the Pencil icon to edit. 

    Screen_Shot_2021-10-05_at_9.07.54_AM.png

  3. In the Edit panel, make your changes. Below are the different Deposit Email templates and their function:

    Deposit Templates

    Email Behavior Variables
    New Deposit Email (click the Pencil icon to see all email options)
    • Send new deposit email: Automatically email customers after a reservation is created with a deposit.
    • Send accepted deposit email: Automatically email customer after reservation request with deposit is approved.
    • Send daily deposit email: Automatically email customer every day that a deposit remains unpaid.
    		 {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {balance_remaining} {deposit_amount} {paid_amount} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {vaccine_expiration_date} {reservation_type_custom_text} {current_balance} 
    Deposit Collected Email Send an email to the customer once payment for a deposit has been made.  

    Important! If you do not have Gingr's integrated credit card processing set up, please be sure to modify the below email template to remove the line that says "Please use this link to complete your deposit: {action_url}". Customers can only pay their deposits online with Gingr's credit card processing.

  4. Click the Save button to save.

Important! The default subject is "A deposit for {animal_name}'s reservation is required!" If the deposit is not required, make sure you edit this subject line and the body of the email to reflect that. 

 Screen_Shot_2020-03-30_at_11.02.31_AM.png  

Settings 

There are a few user permissions and system-wide settings to configure for the Deposits feature.

Important Note! if neither the Send New Deposit Email or Send Deposit Accepted Email toggles are on, then customers will NOT be able to pay deposits online through the customer portal.

System-Wide Settings:

Navigate to Left-hand Navigation: Admin » System Email

Setting Description Helpful Hint
Send new deposit email

If enabled ('Yes/On'), an Email will be sent to the customer's email address when a reservation has been created or requested, and a deposit is due for that reservation. 

If disabled, the deposit email will not send when you create a reservation for a customer.

If 'Send New Deposit Email' is on and 'Send Accepted Deposit Email' is off, then the 'Send New Deposit Email' will send for all bookings (requested, accepted, unconfirmed, confirmed).

If 'Send New Deposit Email' is off and 'Send Accepted Deposit Email' is on, then the 'Send New Deposit Email' will only send for accepted bookings and should not send for any bookings pending acceptance or on the wait list.
Send accepted deposit email If enabled ('Yes/On'), an Email will be sent to the customer's email address when their reservation request has been accepted, and a deposit is due for that reservation.  
Send daily deposit email If enabled ('Yes/On'), an Email will be sent to the customer's email address daily, until the deposit is paid.  

 

Navigate to Left-hand Navigation: Admin » Deposits

Setting Description Helpful Hint
Require deposit paid check-in If enabled ('yes/on'), if a deposit is due for a reservation, the pet cannot be checked in until the deposit has been paid. This is turned off by default.  
One deposit per family If enabled ('yes/on'), if a customer is making reservations for multiple pets, with the same reservation type and dates, and a deposit requirement is set up for that reservation type and those dates, only one deposit will be required instead of a deposit for each of the pets' reservations.  
Allow deposit on any reservation If enabled ('yes/on'), users can attach a deposit onto any reservation from the New / Edit Reservation page.  

 

 User Permissions:

Navigate to Left-hand Navigation: Reports & More » Users » Manage Groups.
Setting Description Helpful Hint
Notification: Deposit Request Email Sent  If enabled (set to 'yes/on'), the user will be notified when a customer is sent an email asking them to pay their deposit.  
Can Edit Deposit Amounts If enabled (set to 'yes/on'), the user can edit the deposit amount required for any individual reservation that requires a deposit.  

 

Locations Settings:

Navigate to Left-hand Navigation: Admin » Reservation and Appointment Request.

Setting Description Helpful Hint
Deposit policies custom text

If text is entered in this field, it will appear on the "A deposit is required" pop-up when a customer requests a reservation that requires a deposit. This text is intended to make the customer aware of your deposit policy.

 Example: "This reservation requires that a deposit is paid prior to acceptance/confirmation. Your deposit must be paid otherwise your request will be rejected."

 

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