Payment Methods

2.1. Payment Method List

The initial screen displays a list of all payment methods currently added to the system.

2.2. Editing a Payment Method

Click on the title of a payment method to access and modify its settings.

2.3. Adding a New Payment Method

Click the “Add Payment Method” button to set up a new payment processing option.

3.1. Square

Square is a popular choice due to competitive processing rates, easy setup, and enhanced security with credit card fields hosted on Square’s servers.

• Connect to Square: Click the button to authorize ReservationKey to access your Square account. Follow the authorization process to securely link your accounts.
• Expired Access Token: If no payments have been made for over 30 days, the Square access token may expire. Return to this section to request a new access token and relink your account.
• Link with Square Terminal: Optionally connect a Square Terminal device (for swiping, tapping, or dipping credit cards) to ReservationKey. Payments made via the terminal are directly recorded in the reservation details.
  • From the reservation details payment section, enter the amount and click “Send to Terminal”. The amount will appear on the terminal.
  • The guest completes the payment using their card.
  • The payment status is updated in ReservationKey.
• Optional Terminal Settings:
  1. Collect signature: Yes/No – Request a signature during checkout.
  2. Skip receipt screen: Yes/No – Instruct the terminal to skip the receipt screen.
  3. Allow tipping: Yes/No – Enable tipping for the transaction.
  4. Custom tip field: Yes/No – Allow guests to enter custom tip amounts.
  5. Separate tip screen: Yes/No – Display tip options before the signature screen.
  6. Smart tipping: Yes/No – Enable “Smart Tip Amounts” which vary based on the payment amount and region. If “Yes”, the “Tip percentages” setting is ignored.
  7. Tip percentages: Yes/No – If “Smart tipping” is “No”, you can specify up to 3 non-negative integer tip percentages (0-100), separated by commas (e.g., 15,20,25). Defaults to 15, 20, and 25.

3.2. Stripe

Stripe offers competitive rates and secure payment processing with payment fields hosted on their servers.

• To link Stripe with ReservationKey, you need to enter your API Publishable key and API Secret key, both of which can be found in your Stripe account.

3.3. PayPal

PayPal is a widely accepted option across many countries. ReservationKey integrates with PayPal Smart Buttons (enable via checkbox at the top of PayPal settings).

• To connect, you need to provide your Client ID and Secret Key, both obtainable from your PayPal account.
• With PayPal, guests are redirected to the PayPal website to complete their payment after entering their reservation details.
• Important: Due to the redirection, some guests may not complete the payment process. Consider using a reservation status that doesn’t block the calendar initially and setting up the system to automatically change the status to a blocking status (e.g., “Confirmed”) upon successful PayPal payment. ReservationKey will automatically update the reservation status upon payment confirmation from PayPal.

3.4. Yapstone (Vacation Rent Payment)

Yapstone is a long-standing and popular payment processor integrated with ReservationKey.

• To link your accounts, you will need to enter three pieces of information provided by your Yapstone representative:
  • RentPayment Username
  • RentPayment Password
  • RentPayment Property Code
• Note: These credentials are not the same as your login details for the Yapstone website; they are specific API connection credentials.

3.5. Offline Credit Card

This option is for users who prefer not to process payments directly through ReservationKey but want to collect credit card details.

• Only the last four digits of the credit card number are stored in ReservationKey.
• The remaining digits are sent to a designated email address when a reservation is made.
• This allows you to manually process the payment using an external processor or simply collect card details without immediate charges.
• Security: For security reasons, the email address for receiving the full credit card number (excluding the last four digits) needs to be configured by ReservationKey support. Email support@reservationkey.com to set up this address.

4.1. Card Types Accepted

Specify the credit card types accepted by this payment method. Separate values with a hash symbol (#) (e.g., Visa#Mastercard#Discover). Leave blank to hide this field on the booking page.

4.2. Currency Code

Note: The currency code must match the currency set in your connected payment processor account (e.g., your Square account).

4.3. Enable Gift Cards

Choose “Yes” or “No” to enable or disable the use of gift cards with this payment method.

4.4. Show for Internal Reservations

Select “Yes” to make this payment method available for internal reservations. If you need different payment methods for different properties, set this to “No” and then specify the properties in the subsequent setting.

4.5. Use with Specific Properties (If “Show for Internal Reservations” is “No”)

If you set “Show for Internal Reservations” to “No”, you can select specific properties for which this payment method should be used. This allows for segregated payment processing for different properties.

5.1. Increase/Decrease Payment Amount

You can automatically increase or decrease the payment amount by a fixed dollar value or a percentage. This is often used to add a processing fee for credit card payments, effectively passing the fee to the guest. You can optionally choose whether to display this additional charge as a separate fee in the reservation charges.

6.1. Message to Send When Payment Added Internally

You can configure automatic emails to be sent when a payment is manually entered into the system.

• Select the desired email template from the dropdown menu.
• To send multiple emails (e.g., a receipt to the client and a notification to staff), click “Add Additional” and select another email template.

7.1. Select Reservation Pages

Choose the specific reservation page(s) with which this payment method should be used. You can also configure the payment method for a reservation page directly within the reservation page settings.

8.1. Save Changes

Click the blue “Save Changes” button to ensure all your settings are saved.

8.2. Delete Payment Method

If you need to remove a payment method, you will find the “Delete” link at the bottom of the settings page for that method.