Payments Tab in Calendars

The Payments tab in Adaptive AI’s appointment modal centralizes payment tracking and collection for any booking. Use it to view balances, attendee-level statuses, transactions, and to collect remaining amounts. This guide explains how it works, how to enable it, and how to reconcile common scenarios.

What is the Payments Tab in Calendars?

The Payments Tab in the Appointment Modal allows you to manage all payment-related details for an appointment in one place. You can track the amount paid, remaining balance, attendee-wise payment breakdown, transactions, and collect pending payments if needed.

Key Benefits of the Payments Tab

• Single source of truth: All appointment‑level amounts, attendees, and transactions in one place.
• Attendee clarity: See who’s paid, partially paid, or still owes; ideal for Add Guests bookings.
• Discount visibility: Coupon use and adjusted totals are reflected directly in the summary and transactions.
• Cleaner bookkeeping: A related Order is created automatically when calendar payments are enabled, making downstream reporting easier.

Key Features

• Amount Paid: Total amount already collected for the appointment.
• Remaining Balance: Pending payment that still needs to be collected.
• See payments at the individual attendee level (Booker + Guests).
• Each attendee’s status is shown clearly:
• View a list of all transactions associated with the appointment.
• If a balance is due, you’ll see a Collect Payment button.
• Options include:
• When payments are enabled for a calendar, an associated product is automatically created (visible in the Products Tab ) with a Calendar tag.
• These calendar-linked products cannot be deleted directly from the Products Tab.
• When an appointment is booked, an order is automatically created (visible in the Orders Tab ). You don’t need to manage orders separately; everything can be handled directly from the appointment modal.

Common Payment Scenarios (Quick Reference)

Use this mini‑guide to anticipate how totals, statuses, and transactions will look based on typical flows.

Scenario | Setup/Action | What You’ll See in Payments Tab

Deposit (Partial Payment) | Enable Partial Payment/Deposit; collect deposit at booking | Remaining Balance shows due; after collecting later via Collect Payment, statuses update from Partially Paid to Paid

Add Guests Post‑Booking | Edit appointment → add guests → collect per attendee | One order exists from initial booking; additional orders may be created on subsequent saves when Collect Payment for Guest is enabled

Recurring – First Only | Collect only for first occurrence on the widget | Initial appointment shows the payment; later occurrences require manual collection and will initially show balances due

Recurring – All Occurrences | Collect for all occurrences on the widget | The series total is collected upfront; the appointment record shows paid totals and transactions for the full amount

How To Use the Payments Tab

Correct setup ensures the tab appears and that totals, discounts, and attendee statuses behave as expected.

Enable Accept Payments on a Calendar

1. 1Go to Calendars → Settings → Edit the desired Calendar
2. 2Toggle Accept Payments. Adaptive AI will auto‑create a Product tagged Calendar.
3. 3(Optional) Toggle Enable Coupon Code to add a coupon field on the widget.
4. 4(Optional) Configure Partial Payment/Deposit rules for deposits at booking.

Finding the Payments Tab

1. 1Go to Calendars → Appointments.
2. 2Open any appointment.
3. 3Click Payments.

Collect or Log a Payment from the Appointment

1. 1Open the appointment and go to Payments.
2. 2Complete the required fields and save.
3. 3Verify that Amount Paid, Remaining Balance, and attendee statuses update accordingly.

Important Notes & Limitations

These constraints help you avoid edge cases that lead to confusion or duplicate orders.

• Not supported for bookings via older Service Menu (v1).
• Not supported for custom recurring appointments created directly via the in‑app modal.
• Group bookings: one order is created for the full group at initial booking.
• Editing an appointment and adding guests with Collect Payment for Guest enabled can create a new order each time you save. Plan your edits and collections carefully to avoid unintended multiple orders.

Frequently Asked Questions

Q: Does PayPal work with the Payments tab? Yes. PayPal transactions collected via the booking widget appear in Transaction History and are tied to the appointment’s order.

Related Articles

• Collecting Payments in Calendars
• Coupon Codes in Calendars
• PayPal in Calendars
• Add Guests Features in Calendar Bookings
• Partial Payment: Collect Deposit Amount
• Collect Payments with Recurring Appointments (Booking Widget)