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.


Note: Only those in the Admin user group are able to configure 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 (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 Navigation > Admin > Search Admin Items: Deposit Dates.

  2. Click the Add Deposit Date Range button.


  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).

    Tip: 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.  

    Note: 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.

  6. Choose one or more reservation types.
  7. Click the Add button to save.


Your deposit dates will now be displayed on the Deposit Dates admin page Left Navigation > Admin > Search Admin Items: Deposit Dates.




Note: Since you can not edit existing deposits, you will have to remove the deposit completely and recreate the deposit. Any already existing deposits will not be effected by this.


Deposits Settings:


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


System Wide Settings

  1. Navigate to Left Navigation > Admin > Search Admin Items: System-Wide Settings.
  2. For each setting, select yes/on to enable, or no/off to disable. 
  3. Save your configurations: Click Update Changes (or Cancel to discard changes).


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.  *Note: you can use either, neither, or both of these deposit email options.
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.  *Note: you can use either, neither, or both of these deposit email options.
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.
Require deposit paid checkin 
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

  1. Navigate to Left Navigation > Reports & More > Users
  2. Click Manage Groups.
  3. Find the group for which you would like to enable/ disable permissions, and click Edit.
  4. Scroll down to find the following permissions.
  5. Select yes/on to enable or no/off to disable.
  6. Click Update Changes to save your settings.


Notification: Deposit Request Email Sent 
If enabled (set to 'yes/on'), 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'), user can edit the deposit amount required for any individual reservation that requires a deposit.



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 Navigation Menu > Admin > Search Admin Items: Email Templates.
  2. On Email Templates page, click Edit on the Actions menu.


  3. In the Edit panel, make your changes.

    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 yoru deposit: {action_url}". Customers can only pay their deposits online with Gingr's credit card processing.

  4. Click Update Changes to save.



The default template (if it has not already been modified by your business) says:


The default subject is "A deposit for {animal_name}'s reservation is required!"