Card payments when clients book

Your Stripe account, your money

You connect your studio's Stripe account from the admin, either one you already have or a new one created in Stripe's own sign-up. Payments are made to that account and Stripe pays them out to your bank. Ruumio never holds your money; its fee per card payment is shown on the pricing page.

A room becomes paid when you give it an hourly price; rooms without a price stay free. Members you invoice separately, or who simply don't pay, can be marked to book paid rooms for free. Guest bookings of paid rooms are paid at booking like any other.

The time is held while they pay

A paid booking first waits for its payment. The time is reserved for the client for about half an hour while they pay on Stripe's payment page, and the booking is confirmed as soon as Stripe reports the payment. If they leave without paying, the hold ends and the time is free again for others.

Payments are checked against the booking. If a payment arrives after the hold has lapsed, the booking comes back only if the time is still free; otherwise the money is refunded automatically. A payment that doesn't match the booking's amount is refunded, never accepted.

Refunds by your cancellation policy

Each room has its own policy: a full refund when a booking is cancelled at least a set number of hours before the start, and a share you choose for later cancellations, anything from all of it to nothing. Members cancel themselves until the room's cancellation limit and get the policy's share back automatically.

When you cancel a booking yourself, you choose a full refund, the policy's share or none. The studio owner can also refund a paid booking without cancelling it, in full or in part, from the payments page. Every refund issues a credit note.

Peak, off-peak and block prices

Change a room's hourly price by weekday and time, for example evenings and weekends, and add block prices such as a half day or a full day. A booking always pays the cheaper option: the hourly rates, or a block plus the rest at the hourly rates. The client sees the price before booking, and the invoice shows each part on its own line.

• Hourly rates by weekday and time of day
• Block prices for longer bookings
• The cheaper option is applied automatically
• Each rate on its own invoice line

Discount codes and gift cards

Discount codes take a percentage or a fixed amount off bookings, hour packs or member plans. A code can have validity dates and a usage limit, and the client enters it when booking. Gift cards are sold on your site; the code is e-mailed to the recipient and pays for all or part of a booking, with any balance left on the card.

Approve first, or charge first

When a booking needs your approval because of an extra, you choose how payment works: the client pays at booking and a declined request is refunded in full, or they pay after you approve, through a payment link sent by e-mail. In the second case the time stays reserved for a payment window after approval.

Invoices without extra work

Every card payment gets an invoice and every refund a credit note, with VAT, issued automatically in your studio's name. Members find their invoices in their account, and you can download them as CSV for your accountant.

Questions