What is 'Pay by Link'?
When making a payment there is an option to 'Pay by Link'. This will send the customer an email or text (depending on what you select) with a secure link where they can pay for their order by entering their card details online.
To ‘Pay by Link’, go to Orders > select the order > Payments >
+ Add payment
Or scroll down and press Pay £____ (below Client Details) > Pay by Link.
Before you choose to 'Pay by Link' it will give you a break down of the order showing the appointments/ sessions/ packages that are booked in and their prices alongside the overall price. It also shows what is outstanding and has to be paid in red.
Pay by Link details
Once you've selected 'Pay by Link' you can choose between sending the Pay by Link via Email or Text in the "Send link by" section...
Please note the "Text" option on the pay by link pop up will only be available if your site has the SMS functionality. View the guide on SMS notifications for more info on how to get this set up.
Send Pay By Link via Email:
If you select to send the pay by link via Email. You will then have to enter:
Email address (required)- this will automatically fill in the email address linked to the lead booker of the order. However, you can change this to a different email if needed
Payment amount (required) - the outstanding amount of the order will automatically be entered into this section however, you can change this amount according to the customer's request
Being able to enter various email addresses and payment amounts when sending a pay by link is useful if the order is for more than one person and they want to split the bill; you can send individual emails to each guest with the specific amounts that their treatments are worth. If the email address and amount are not entered in correctly 'Must be a valid email' and 'Must be at least £1.00' will pop up.
Payment type (required) - you can choose between "Payment" or "Authorisation".
Payment: If this option is selected then the payment will be taken when the customer enters their details.
Authorisation: If this option is selected when the customer enters their card details it will save their card details as a card auth so it can be charged at a later date.
Save card details - here you can choose whether or not you would like to keep this card on file so it can be used for future payments. You can toggle this on if you want to save the card details. If you select "Authorisation" as the payment type for the pay by link then "save card details" automatically toggles on and it cannot be toggled off because it needs to save the card details so it can be charged at a later date.
Note - Here you can enter a payment note if needed. This could state what you're requesting this payment for. This is not a mandatory field so can be left blank.
Once all is complete select "Send email" and it will send the email containing the pay by link to the email address that was entered.
Pay by Link email
When you select 'Send email' on the pay by link pop up. This will send an email with a secure link to the customer. The style, colours and wording of the email will depend on the branding you selected. To change this go to Settings > Email branding. You can also set up Pay by link email template too in your Email templates settings.
The email gives a break down of what the customer is paying for and the individual prices of the items along with the total cost.
To pay the customer would click the 'Pay £___' button and would be redirected to their browser where they will be prompted to enter in their card details and make the payment.
For pay by link authorisations sent, they will have the option to "provide card details" rather than "Pay £___".
When this is complete 'Payment successful' will appear and it will update on Trybe that this order has been paid. If this customer was only paying a portion of the price, you can go back in and send a 'Pay by Link' to the other customer that is part of the order.
Send Pay By Link via Text:
Please note the "Text" option on the pay by link pop up will only be available if your site has the SMS functionality. View the guide on SMS notifications for more info on how to get this set up.
If you select to send the pay by link via Text. You will then have to enter:
Mobile number (required)- this will automatically fill in the mobile number linked to the lead booker of the order. However, you can change this to a different number if needed
Payment amount (required) - the outstanding amount of the order will automatically be entered into this section however, you can change this amount according to the customer's request
Being able to enter various mobile numbers and payment amounts when sending a pay by link is useful if the order is for more than one person and they want to split the bill; you can send individual texts to each guest with the specific amounts that their treatments are worth. If the mobile number and amount are not entered in correctly 'A valid phone number is required' and 'Must be at least £1.00' will pop up.
Payment type (required) - you can choose between "Payment" or "Authorisation".
Payment: If this option is selected then the payment will be taken when the customer enters their details.
Authorisation: If this option is selected when the customer enters their card details it will save their card details as a card auth so it can be charged at a later date.
Save card details - here you can choose whether or not you would like to keep this card on file so it can be used for future payments. You can toggle this on if you want to save the card details. If you select "Authorisation" as the payment type for the pay by link then "save card details" automatically toggles on and it cannot be toggled off because it needs to save the card details so it can be charged at a later date.
Note - Here you can enter a payment note if needed. This could state what you're requesting this payment for. This is not a mandatory field so can be left blank.
Once all is complete select "Send text" and it will send the text containing the pay by link to the mobile number that was entered. For more information on sending pay by links via text please click here.
How to see the status of the pay by link payment on the order
Once you have sent a pay by link payment to a client you will be able to check this on the order by heading to the "Payments" tab on the order.
Please note pay by links have no expiry date so there is not a set time the customer has to make the payment/ enter their card details via the pay by link.
"Pending" Pay by link payment:
As soon as you send a pay by link to a customer it will appear in the "Payments" tab and will have a "Pending" label. The amount will also appear as "Total in progress" in the order details section...
It will show the date and time that the 'Pay by Link' was sent out to the customer. There is also the option to 'Copy Link' so you can send the pay by link directly to the customer again if their original email with the link has been lost.
Want to cancel a pay by link? Simply head to the order > payments tab > select the three dots next to the "pending" pay by link > cancel.
'Paid' Pay by link payment:
Once the payment has been made the 'Pending' label will change to a green 'Paid' label. The Order Details section now shows the amount paid in the 'Total paid' row. The date and time the 'Pay by Link' was sent out is still visible on the payment but also the date and time the payment was made. You can now also refund the payment if needed.
To refund a payment go to Orders > Select the order > Payments > Press the three dots > Refund.
"Ready" Pay by link payment:
If the pay by link that was sent out to the customer was an payment type of "authorisation" rather than "payment", then the customer will enter in their card details and they will be stored to be charged at a later date. Once the payment details have been entered, the 'Pending' label will change to a blue 'Ready' label. The Order Details section now shows the amount authorised in the 'Total authorised' row...
To charge the card you will head to the "payments" tab > select the three dots next to the authorisation > charge. A pop up will then appear asking you to confirm if you want to charge the card...
If you select "yes, charge", the payment will be taken and the pay by link will update to "paid".
How to keep track of Pay by links?
To keep track of the pay by links you've sent out you can head to Orders > Pay by link...
Please view the guide on the Pay by link dashboard for more info on this dashboard and the filters that can be used!