Step 4: Payment Set Up
When it comes to event planning in Resiada, configuring your payment methods is a step you can't afford to overlook. It's not just about collecting payments; it's about providing a smooth, secure, and convenient payment experience for your attendees. Let's dive into how you can set up and manage various payment options for your event.
Accessing the Payment Settings
- From the Event Navigation bar: In the back office, click on ‘Manage’, located on the right side of the event navigation menu. Click on ‘Payments’ in the dropdown menu.
- From the Event Setup: In the event setup wizard, click on the ‘Payment’ tab.
Choosing Your Payment Methods
Resiada offers a variety of payment options to cater to different preferences:
- Credit Card: A popular choice for most events. It's important to decide if you want to set up ‘credit card’ for charges or simply as a reservation guarantee.
- If charging a fee such as a deposit or a cancellation fee, you'll need to select and configure a merchant processor (e.g. Authorize.net, Clover, Chase Paymentech, Moneris, Paypal Payflow Pro, or Stripe), inputting necessary details like currency, API key, and selecting the permitted payment methods.
If you're only collecting credit card details as a guarantee without charging any fees, setting up a merchant account is not required.
- Deposit: Attendees can make a pre-payment via deposit, which can be configured as a percentage of the total, a fixed amount, or based on the number of nights booked.
Note: Be mindful of possible additional merchant processing fees for deposits. It's crucial to ensure your contracted hotel(s) are informed of your deposit collection policy to avoid discrepancies in transaction amounts and any unforeseen taxes or fees.
- Wire Transfers and Checks: For these more traditional methods, you'll need to provide detailed payment instructions and address information for receiving payments.
- Bill to Master: This method is particularly useful for corporate events or group bookings. If you opt for this, you'll need to input the account number and internal payment notes as these fields will transfer onto the hotel rooming list under the columns Bill to Master Account and Payment Notes respectively on the report. These billing notes are crucial on a hotel rooming list.
Conducting Test Transactions
Before you go live, it's crucial to conduct test transactions, especially for credit card payments. This step ensures that your payment system is functioning correctly and integrates well with your chosen merchant processor.
Setting a Default Payment Method
For a more streamlined process, designate a default payment method. This will be the go-to payment option for all sub-block groups, unless specified otherwise.
Ensuring Security and Compliance
Security is non-negotiable. Make sure all your payment methods comply with financial security standards and regulations, particularly for credit card processing.
Maintaining Clarity and Transparency
Be clear about your payment options. Any processing fees or additional costs should be transparently communicated to your attendees. This helps in setting the right expectations and avoids any confusion.
Preparing for Various Payment Scenarios
Be ready to handle different payment scenarios, including partial payments, refunds, or changes in payment methods. Flexibility here is key to accommodating your attendees' needs.
Providing Adequate Support
Lastly, ensure you have sufficient support and help resources available. Attendees may have questions or encounter issues during the payment process, and you should be prepared to assist them promptly.
By carefully managing these aspects, you can create a seamless and user-friendly payment experience for your event attendees, contributing significantly to the overall success of your event.