How to Create and Manage Payment Links

By the end of this informative article you will be able to:

• Create the payment link templates
• Know how to Create a payment link in the PMS
  • Functions and Events
  • Groups
  • Rooms
  • Restaurant
  • Golf
  • Spa
  • Classes
  • Sales Ledgers
  • Membership
• View the status of payment link requests
• Track the changes in room status between Awaiting Payment and Definite

In order for payment links you must have the Fi-Serv or Adyen e-commerce payment system, please contact HART support for more information on this.

HART PMS allows you to create a payment link that you can send to the guest for either pre-payment (deposits) or final payments via a template.

It is also possible to send a payment link to a guest not connected to a booking. For example a 3rd party wishes to pay for an element of a guests' stay.  In this instance the alternative email address field must be used.  Receipts for payments will always be sent to the email used to generate the payment link.

Creating the Payment Link template

Navigate in the cloud to Hotel > Templates and choose the Payment link email template. Create the template using the Smart Tags as per a room reservation and set a subject line.  Please ensure that the template contains the smart tag $$PaymentLink$$ as the actual link will sit behind this.

Please note if using payment links for Membership, the Payment Link - Membership template must be completed also

Next, create the Payment link receipt email which will go to the guest once they have successfully made a payment.

The following bookmarks can be used;

• $$ID$$
• $$Arrival$$
• $$Paid$$
• $$PayMethod$$
• $$PayDate$$

Navigate to Hotel > Configuration and the email tab and add;

•  Payment links as the activity 
•  The agent and copied into the email address.
•  The URL link you wish the guest to return to once they have made their payment.
• Please note Membership payment links will be delivered using the Membership activity type

Creating the links

Links can be created for both deposits and final payments in the following scenarios:

Final payments:

• Rooms
• Functions
• Groups
• Sales Ledgers (Transactions and Folios)

Deposits:

• Rooms
• Functions
• Groups
• Restaurant bookings
• Spa ~ Treatments & Spa Days
• Classes
• Golf

For Functions and Events

Deposit: navigate to the financials tab and press the credit card button and select the correct profile.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

Payment: the procedure above can be followed however should be started in the billing tab of the function.

Please note where units are being used the unit attached to the function will be auto-populated for deposits and payments. 

For Groups                                

Deposit: navigate to the Deposits tab and press the credit card button and select the correct profile.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

Payment: the procedure above can be followed however should be started in the billing tab of the group.

Please note where units are being used the unit attached to the group will be auto-populated for deposits and payments.

For Rooms

Deposit: navigate to the Deposits tab and press the credit card button and select the correct profile.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

For Rooms we recommend that a new Reservation Status is created called Awaiting Payment which where used must have the code AWP.  This allows for quick identification of rooms where a deposit payment is outstanding.  Once a payment link is generated the status of the booking will automatically change to Awaiting Payment where this status is in use.  Once a deposit payment is received the room will automatically update to the Definite status which must have the code DEF.  Please contact Hart for further advice. 

Payment: the procedure above can be followed however should be started in the billing tab of the room.

Please note where units are being used the unit attached to the rate plan room type will be auto-populated for deposits and payments.

For Restaurant            

Deposit: navigate to the Deposits tab of the facility booking and press the credit card button.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

Please note where units are being used the unit attached to the facility will be auto-populated for deposits.

For Tee Times

Deposit: navigate to the Deposits tab of the golf booking and press the credit card button.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

Please note where units are being used the unit attached to the facility will be auto-populated for deposits.               

For Spa Treatments

Deposit: navigate to the Deposits tab of the individual treatment booking and press the credit card button.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

Please note where units are being used the unit attached to the facility will be auto-populated for deposits.    

For Spa days

Deposit: navigate to the Deposits tab of the spa day booking and press the credit card button.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made. 

For Classes

Deposit: Select the relevant guest and press the Deposits button followed by the credit card button.

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made.

Please note where units are being used the unit attached to the facility will be auto-populated for deposits.  

For Sales Ledgers

Payment: Please note this process can not be applied to unallocated payments but only where payment with the Folio or Transactions tabs

Folio payments: 

Select the relevant folio and press the Credit Card button within the Payment section.  

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made.

Transactions tab payments:

Right click and add entry into the payments area then press the Credit Card button

Next, select Create Payment link and add in the amount you are requesting. Finally, the email editor screen will load with the Payment Link template so the contents of the email can be amended or the recipient.

Once the guest has paid the amount requested the amount then drops into HART.  The payment receipt template will be sent to the guest and we advise creating a CC for these so the hotel is notified payment has been made.

For Membership

Once a membership has been created, as usual press the Financials button to generate the membership financials. Press the Link button to generate a payment link.  This will load the email editor with the invoice attached ready to be sent.

View the status of Payment Links 

Within cloud reservations, it is possible to view all payment links and their current status.  After logging on hover over Financials > Payments and click on Payment Links

From here the resulting menu can be filtered to show Payment Links by current status and additional each column can be filtered also.  Outstanding Payment Links can be voided.

Track the changes in room status between Awaiting Payment and Definite

Within the PMS it is possible to view the status change of rooms over a period of time.  This is particularly useful for identifying rooms that have automatically moved from the Awaiting Payment status (AWP) to Definite once the payment link has been paid.

To view this report head to Reports > Front Desk > Room Status Changes.  The report should be run over the time period you wish to view and group together the results by reservation ID so it's possible to see when a room changed from one status to another