Using the Payments Tab in Captivation Hub Calendars

Overview

The Payments tab inside the appointment modal in Captivation Hub gives you a single place to track and collect payments for any booking. You can see the amount paid, the remaining balance, attendee-level payment statuses, transaction history, and collect any outstanding amounts — all without leaving the appointment record.

What the Payments Tab Shows

The tab is organized into three main areas:

• Payment Summary — Shows the total amount, what's been paid, and what's still owed.
• Attendee-Wise Breakdown — For bookings with guests, each attendee's status is shown (Paid, Partially Paid, or Remaining). This is especially useful with the Add Guests feature.
• Transaction History — A full list of all payment transactions tied to the appointment, including gift card amounts and any remaining charges handled through another payment method.

Step 1 — Enable Payments on Your Calendar

The Payments tab only appears for appointments on calendars that have payments enabled. To turn this on:

1. Go to Calendars > Settings and click Edit on the calendar you want to configure.

2. Toggle on Accept Payments. Captivation Hub automatically creates a linked product (tagged "Calendar") in your Products tab.
3. Optionally enable Coupon Code support, Partial Payment/Deposit rules, or configure how recurring bookings are charged (first appointment only, or all appointments).

Step 2 — Access the Payments Tab

1. Go to Calendars > Appointments.
2. Open any appointment.
3. Click the Payments tab.

Step 3 — Collect or Log a Payment

If a balance is still owed, you'll see a Collect Payment button. Click it to choose how to collect:

• Charge a Card — Process a credit or debit card directly.
• Redeem a Gift Card — Apply the customer's available gift card balance first. Any remainder is charged to their saved payment method.
• Record Manually — Mark a payment as received outside the system (cash, check, etc.).

After completing the transaction, confirm that the Amount Paid, Remaining Balance, and attendee statuses have updated correctly.

Common Payment Scenarios

Pay in full at booking: Amount Paid equals the Total Amount; all attendees show as Paid.

Deposit at booking: Remaining Balance shows what's still owed. Use Collect Payment to charge the rest later, at which point statuses update from Partially Paid to Paid.

Coupon applied: The Payment Summary reflects the discount and the adjusted Total Amount. Transactions show charges against the discounted total.

Collect Card on File: The customer's card is saved during booking, but no charge is made. This differs from a free booking — it's a saved card for future use, not a $0 transaction.

Recurring appointments: If you collect for the first appointment only, later occurrences show a balance due until charged. If you collect for all appointments upfront, the full series total appears as paid in the initial booking's record.

Important Limitations

• Not supported for bookings made through the older Service Menu (v1).
• Not supported for custom recurring appointments created directly in the app modal.
• For group bookings, one order is created for the full group at the initial booking. Adding guests post-booking with "Collect Payment for Guest" enabled can generate a new order each time the appointment is saved — plan your edits carefully to avoid duplicate orders.

Frequently Asked Questions

Can I refund a charge from the Payments tab?
Refunds are handled through Payments > Transactions or directly through your payment gateway. Once processed, the refund entry appears in the appointment's Transaction History.

Where do coupon discounts show up?
In the Payment Summary, you'll see a Discount (Coupon) line and the Total Amount after the discount has been applied.

Does PayPal work with the Payments tab?
Yes. PayPal transactions collected through the booking widget appear in Transaction History and are linked to the appointment's order.