Payment Settings
Payment settings control when players pay, what happens when they cancel, and how taxes are applied. SlotBase supports flexible payment timing and configurable fee policies so you can match the payment workflow to how your facility operates.
Payment Timing
The Payment Timing setting determines when a player is expected to pay for a booking:
| Timing Option | Description |
|---|---|
| At Booking | Payment is collected when the player makes the booking. This is the most common option for facilities using online payments. |
| Before Session | Payment is due before the session starts. The player books first and pays later, but must complete payment before the scheduled time. |
| After Session | Payment is collected after the session takes place. Useful for facilities that bill after services are rendered. |
| Monthly | All bookings are accumulated and billed at the end of the month. Best for clubs with regular members who book frequently. |
If you are just getting started, At Booking is the simplest option. It ensures you receive payment upfront and reduces no-shows.
Configuring Payment Settings
- Go to Facility Settings in the admin sidebar.
- Select Payment Settings.
- Configure the following options:
| Setting | Description | Default |
|---|---|---|
| Payment Timing | When payment is collected (see table above) | At Booking |
| Cancellation Enabled | Whether players can cancel bookings | On |
| Cancellation Window (hours) | How many hours before the session a player can cancel without penalty | 24 |
| Late Cancel Fee (%) | Percentage of the booking price charged when a player cancels within the cancellation window | 0% |
| No-Show Fee (%) | Percentage of the booking price charged when a player does not attend | 0% |
- Click Save.
Cancellation Policies
How Cancellation Works
When Cancellation Enabled is on:
- A player can cancel a booking from their dashboard.
- If they cancel before the cancellation window (e.g., more than 24 hours before the session), no fee is charged.
- If they cancel within the cancellation window (e.g., less than 24 hours before the session), the Late Cancel Fee percentage is applied.
- If the player does not show up at all, the No-Show Fee percentage is applied.
When Cancellation Enabled is off:
- Players cannot cancel bookings through SlotBase. An admin must cancel on their behalf.
If you disable cancellation, players will need to contact you directly to cancel. Make sure your contact information is up to date so players can reach you.
Cancellation Fee Examples
| Booking Price | Cancellation Window | Cancel Timing | Late Cancel Fee (50%) | Charged |
|---|---|---|---|---|
| $40.00 | 24 hours | 48 hours before | N/A | $0.00 (full refund) |
| $40.00 | 24 hours | 12 hours before | 50% | $20.00 |
| $40.00 | 24 hours | No-show (100%) | N/A | $40.00 |
Tax Settings
If your facility needs to charge sales tax:
- Enable Tax by toggling it on.
- Enter the Tax Rate as a percentage (e.g., 8.5 for 8.5% sales tax).
- Click Save.
When tax is enabled, it is applied to all bookings, coaching sessions, program enrollments, and event registrations. The tax amount is calculated on the subtotal and displayed as a separate line item.
Tax rates are applied uniformly across your facility. If you need different tax rates for different services, contact SlotBase support.
Common Configurations
| Facility Type | Payment Timing | Cancel Window | Late Cancel Fee | No-Show Fee | Tax |
|---|---|---|---|---|---|
| Tennis club | At Booking | 24 hrs | 50% | 100% | Yes (8%) |
| Community pool | At Booking | 12 hrs | 0% | 0% | No |
| Cricket academy | Monthly | 48 hrs | 25% | 50% | Yes (6%) |
| Recreation center | Before Session | 24 hrs | 0% | 50% | Yes (7%) |