If you have a card reader contract through Trybe, please follow the guide below relating to an integrated card reader. If you are using your own card reader to take payments for orders in Trybe, please follow the guide below for manual card readers.
Please note that card terminal transactions are for payments and refunds only. Card authorisations can be completed by using using pay by Link, the guide for this can be found here.
An integrated card terminal can make transactions quicker for you and your team. If you are interested in a rental agreement with Trybe for a card reader please contact your onboarding executive or [email protected].
Setting up an integrated card reader
After the terminal is delivered, let the Trybe team know, so we can mark the delivery as successful. Then please follow the steps below:
1) Turn the terminal on and follow the on‑screen prompts to connect to a private Wi‑Fi network, (not public Wi‑Fi).
2) If prompted for an admin passcode on your card reader, use 3343 for settings/admin access (or 2102 for transaction print‑outs).
3) On an internet browser, log in to Trybe, go to Settings > Integrations > Manage Integrations> Trybe Pay, scroll down to Terminals, and click the Reload button.
4) The terminal should appear in the list and be ready for you to use. You can use the three‑dot menu to rename it if needed.
Taking a payment with an integrated card terminal
Once the terminal shows up in Trybe, you can take payments. If creating an order as a Trybe user you will need to confirm the order before you can take payment.
1) Create a new order
2) Add offerings to the order. (Appointment/ session/ area booking/package/course/ voucher). Please note joining fees, pro rata payments and membership fees are processed slightly differently and the guide for processing those payments can be found here. Click "confirm" button on the order, to finalise the items before taking payment. Or "confirm and pay £xx" button to proceed straight to payment types.
3) If you have an integrated card reader(s), click on "card reader".
4) Set the payment amount, use the drop down arrows to select the right card reader if you have more than one, and click Pay. This will automatically appear on the card reader, ready for the customer to present their contactless payment method or physical card.
5) Once the customer has tapped/ presented payment, the card reader will show as "authorising" then confirm whether the payment has been declined or approved. If declined you can reattempt by following the same guide or using a different payment type.
6) Once the Payment has gone through, the outstanding amount will update to 0.
7) payment will automatically register in Trybe and all you need to do is check out the order.
Refunding a card payment taken on an integrated Trybe terminal
In the case of refunding a checked out order, it is important to include notes for your accounts team when processing any refund, which they can view when they export the Transactions report.
In order to process a Trybe refund follow the steps below:
1) Open the order and Go to the Payments tab
2) Use the three dots next to the Trybe Pay card payment to select 'Refund'
3) Set refund amount, add notes and click refund £XX
4) The refund will initially show as 'pending’ for a few moments:
5) Then appear as refunded. Refunds will take 1-10 days to return to the customer's bank (but will often take less than 24 hours).
6) Use this guide to deal with outstanding balances and cancelling orders.
7) Use the messages tab and use the drop down for summary email to send a final order summary to the customer including the refund (provided you have an email for the lead booker).
Adding your own card terminal into Trybe
If you are using your own card reader, you will need to first add this to Trybe in Settings> Manual Payment Types, a guide for this can be found here.
Taking a payment with a manual card terminal
Once you have added your 'Card reader' as a manual payment type, you can follow the steps below to take a manual card payment.
1) You will need to enter the payment amount manually into your card reader.
2) Present the card reader to the customer to take payment.
3) Once you're happy the payment has gone through, click the Pay £XX.XX button on the bottom left of the order page.
4) Click Other to bring up your manual payment type options.
5) Check the payment amount matches what has been paid and amend if needed. Then click on the name of the manual card payment type you set up e.g 'Card - Visa'.
6) The Payment will record in Trybe.
7) You can now check out the order once there are no more outstanding balances.
Refunding a card payment as a manual payment type
In the case of refunding a checked out order, it is important to include notes for your accounts team when processing any refund, which they can view when they export the Transactions report.
In order to process a card payment as a manual payment type, refund follow the steps below:
1) You will need to process the refund manually via your card reader.
2) Once you are happy the refund has gone through, go into the Payments tab.
3) Use the three dots next to the Trybe Pay card payment to select 'Refund'.
4) Select the amount to refund and add notes. Then select the Refund £XX.XX button.
5) This order will now be marked as refunded for the amount you recorded.
6) Use this guide to deal with outstanding balances and cancelling orders.