What a customer can do on their agreement page

What a customer can do on their agreement page

When you send a booking's agreement, the customer gets a link to a page in your business's name, by email or on WhatsApp, wherever their booking's messages go (see Send bookings to customers on WhatsApp). Reading and accepting is the main thing it is for, and three more things happen there.

One link, always the current agreement

The link is the customer's for as long as the booking lasts. The page always shows the agreement as the booking stands now: add or remove a set of terms, rewrite what is specific to the booking, or correct a date, and the customer opens the same link and reads the current version. Sending again after a change sends the same link, so an older email or WhatsApp message still works.

What they sign is what they read. If the agreement changes while they have the page open, their acceptance is refused and the page shows them the current version to read first. The booking's Agreement tab shows the same document under "What the customer sees", so you can check it before sending rather than guess from the list of terms.

Details you ask for

When you create a booking under terms, and again if you edit its agreement later, you can tick which of the customer's own details to ask for at acceptance: phone number, postal address, ID or passport number, and arrival details. The customer fills them in beside their name when they accept, and they are kept with the signature on the booking's Agreement tab. A phone number also fills in the contact's, if it had none.

Asking for more before they accept costs nothing: the link they hold picks up the change, and it is not part of what is agreed. Once they have accepted, the boxes are locked, because the details are given at acceptance and that moment has passed.

Taking payment to confirm an online booking

An Offering that customers book themselves can ask for payment before the booking is confirmed. The platform never holds your money: customers pay you directly, or through your own payment account.

In the Offering's online booking settings, switch on taking payment, and choose how much of the price to ask, from 1% to 100%, and how many hours the customer has to pay, from 1 to 72. Then choose how customers pay under Settings, then Bookings, then Payments. Only the Owner can. There is one way per Workspace, and which ways are open follows your Workspace currency:

No other currency takes payment yet.

Once the customer has signed, or once you approve a request, the booking waits on payment, and the agreement page shows the amount and the deadline. A booking nobody pays for in time is cancelled and its dates released.

Paid to you directly, by UPI or bank transfer

Add your UPI ID and the name customers see when they pay, or your IBAN, the account holder's name, and optionally your BIC. The agreement page then shows:

• By UPI: a QR code to scan, a button that opens their UPI app with everything filled in, and your UPI ID to copy. After paying, the customer enters the 12-digit UPI reference their app shows.
• By bank transfer: a QR code their banking app scans to fill the transfer in (the EPC QR code, called GiroCode in Germany), and your account holder, IBAN, the amount and the booking reference to copy. The transfer carries the booking reference, such as MF-6C6795F3, which is how you find it on your bank statement; Backoffice shows each booking's reference. After sending it, the customer says so, with their bank's reference if they have one. A transfer that is not instant can take a working day to arrive.

Once the customer says they paid, the deadline stops while you check it.

The claim reaches you on the booking's Payment tab and as the customer's message in the booking's conversation, with a Check payment button, and as an alert by email to your connected mailbox and on WhatsApp if you turned WhatsApp alerts on. Check your account, then mark it received, which confirms the booking and tells the customer. If the money is not there, mark it not received: the customer is told, and gets the full time to pay again. If they paid some other way, confirm the booking yourself.

Through your own Razorpay account

For a Workspace priced in Indian rupees. Customers pay by UPI, card or net banking on Razorpay's page, and the booking confirms itself when Razorpay says it was paid. The money goes straight to your Razorpay account, and Razorpay's fee comes out of your settlement as usual.

1. In Backoffice, open Settings, then Bookings, then Payments, and press Connect with Razorpay.
2. Sign in to Razorpay and approve MindFull's access to your account. You come back to Backoffice with Razorpay connected.
3. Choose Razorpay as how customers pay online.

To connect with API keys instead, for example to try a Razorpay test account without real money, press Use API keys instead. In Razorpay, open Account & Settings, then API Keys, and generate a key; then paste the Key ID and Key Secret in Backoffice and save. The keys are checked with Razorpay before they are kept. Where Connect with Razorpay is not offered, the key form is shown straight away.

The customer sees a button to pay on their agreement page, pays on Razorpay's page, and comes back to a confirmed booking. If they close the page before coming back, Backoffice still asks Razorpay before letting the booking go, and you can press Check with Razorpay on the booking's Payment tab at any time.

If you connected with API keys, you can add a webhook for confirmation the moment a customer pays: in Razorpay, under Account & Settings, then Webhooks, paste the URL Backoffice shows, choose the payment_link.paid event, set a secret, and paste the same secret in Backoffice. It is optional, and an account connected through Connect with Razorpay needs none.

To end MindFull's access to an account you connected by signing in, disconnect it in Backoffice, and customers pay your UPI ID from then on. If you revoke MindFull under Applications in your Razorpay dashboard instead, Offerings that take payment stop taking online bookings until you connect again or disconnect in Backoffice.

Refunds are made from your Razorpay dashboard. If a payment arrives after a booking was corrected or released, Backoffice records it without confirming the booking and tells you, so you can keep it or refund it.

Through your own Stripe account

For a Workspace priced in euros. Customers pay by card, or by any other method you switch on in Stripe, such as Apple Pay, Google Pay, PayPal, Klarna or iDEAL, and the booking confirms itself when Stripe says it was paid. The money goes straight to your Stripe account, and Stripe's fees come out of your payouts as usual.

1. In Backoffice, open Settings, then Bookings, then Payments, and press Connect with Stripe.
2. On Stripe's page, sign in to your Stripe account, or open one there. You come back to Backoffice connected, with Stripe chosen as how customers pay online.
3. If Stripe still needs details from you before you can take payments, Backoffice says so. Finish them in your Stripe Dashboard and reload the page.

Which methods customers see is set in your Stripe Dashboard under payment methods. Methods that take days to confirm, such as SEPA Direct Debit, are not offered, because a booking's payment deadline cannot wait for them.

The customer sees a button to pay on their agreement page, pays on Stripe's page, and comes back to a confirmed booking. If they close the page before coming back, Backoffice still asks Stripe before letting the booking go, and you can press Check with Stripe on the booking's Payment tab at any time. There is no webhook for you to set up.

Refunds are made from your Stripe Dashboard. To stop, choose bank transfer instead, or disconnect Stripe in Backoffice, which also removes MindFull's access to your Stripe account. If a payment arrives after a booking was corrected or released, Backoffice records it without confirming the booking and tells you, so you can keep it or refund it.

Getting paid for any other booking

How to pay you is whatever your agreement says. Add a set of terms called something like "How to pay" with your UPI ID or bank details under Settings, then Bookings, then Booking terms, and tick it on the bookings it applies to. Once the agreement stands, the page offers the customer a way to tell you they have paid, and it appears on the booking's Payment tab for you to mark received. Nothing about such a booking changes on its own: the claim is the customer's word, and marking it received is yours.

Alerts you get about online bookings

Not everybody keeps Backoffice open, so what waits on you is also emailed to the mailbox you connected in CRM, from MindFull rather than from yourself, and sent on WhatsApp to everyone in the Workspace who turned on WhatsApp alerts:

• A new booking, when a customer who booked online accepts the agreement, saying whether it still waits on payment.

• A booking request to answer, when a customer asks to book an Offering that takes requests, with the time you have to approve or decline it.

• A customer says they paid, with the reference to look for.

• A payment received online, when your Razorpay or Stripe account says a booking was paid.

Each has a button to the booking in Backoffice. You hear when the customer accepts rather than when they send the form, because until they accept, the address or number they gave could be anybody's. These alerts are not filed as inquiries, so your inbox in Backoffice stays your customers'.

When something is wrong

If the dates or the price on the agreement are not what the customer expects, the page lets them say so, and their message lands in the inquiry's conversation like any other reply. The agreement itself never changes on that page. Correct the booking, and the same link shows them the corrected agreement; sending it again tells them to look.

A booking taken by hand, with no inquiry behind it, has no conversation for that message to land in, so the page does not offer it.