The HoopAI platform lets you require payment when a contact books an appointment. This is useful for consultations, classes, service appointments, and any scenario where you want to secure commitment upfront or collect a deposit before the session takes place.
Supported payment gateways
Before enabling payments on a calendar, you must connect a payment gateway to your account. The platform supports:
- Stripe
- PayPal
- Square
- Authorize.net
- NMI
- Razorpay
To connect a gateway, go to Payments > Integrations in your sub-account settings and follow the setup steps for your chosen provider. Note that Square, NMI, and Razorpay do not support every calendar type — they are not available for classic widget or service menu configurations.
If you have multiple gateways connected, designate one as the default. Only the default gateway processes transactions from calendar bookings.
Enabling payments on a calendar
- Go to Calendars > Calendar Settings and click Edit on the calendar you want to configure.
- Open the Forms & Payment tab.
- Toggle on Accept Payments.
- Enter the Amount and select the Currency.
- Add a Description (for example, “Initial consultation fee” or “Yoga class booking”).
- Set Payment mode to Test while setting up, then switch to Live when you are ready to accept real payments.
- Click Save.
Once enabled, the booking widget will display a payment step after the contact selects a time slot and fills in their information. The appointment is only confirmed after successful payment.
Contacts cannot complete a booking without paying when payment is required. If a contact’s payment fails, the appointment is not created. Make sure your payment gateway is fully configured and tested before going live.
Per-attendee pricing for class bookings
On class booking calendars with the Add Guests feature enabled, you can charge based on the total number of attendees rather than a flat fee per booking. Enable Accept Payments for All Attendees in the Add Guests section of the Forms & Payment tab. The platform multiplies the per-person price by the number of attendees (including the primary booker and any added guests) and charges the total at checkout.
Deposits and partial payments
Standard calendar payment collection charges the full amount at booking. The platform does not natively support partial deposits on individual appointment calendars. If you need deposit-based booking, consider one of these approaches:
- Set the payment amount to equal your deposit amount and collect the remainder in person or through a separate invoice.
- Use a Stripe payment intent workflow to handle staged payments outside the calendar booking flow.
Communicate your deposit and balance policy clearly in the calendar description and in the booking confirmation email so contacts know what to expect before and at the appointment.
Tracking payments
The Payments tab on any calendar that has payment collection enabled provides a summary of all transactions associated with that calendar. You can view:
- Total revenue collected
- Individual transaction history with dates, amounts, and contact names
- Per-attendee payment status on class bookings
You can also view payment status directly on appointment records in the Appointments list and within individual contact profiles.
Refunds
The platform does not process refunds automatically when an appointment is cancelled. To issue a refund:
- Log in to your payment gateway dashboard (Stripe, PayPal, etc.).
- Find the original transaction.
- Issue a full or partial refund through the gateway’s interface.
The platform will not automatically update the appointment’s payment record to reflect the refund. It is good practice to note the refund in the appointment or contact record manually.
Payments on recurring appointments
If a calendar has recurring appointments enabled, payment collection applies to the first appointment in the series only by default. You cannot charge separately for each recurrence through the standard calendar payment flow. For recurring billing, consider pairing the calendar with a subscription or invoice workflow in the Payments section.
Test mode
Before going live, run at least one test booking using test mode and your payment gateway’s test card numbers. Verify that:
- The payment step appears correctly in the booking widget
- A test appointment is created after simulated payment
- The confirmation notification is sent
- The test transaction appears in your gateway dashboard
Switch the calendar to Live payment mode only after confirming everything works as expected in test mode. .png?fit=max&auto=format&n=EQK5eX9kTD8NzWwA&q=85&s=878008bf159fcc4964d0c0d508b6e400)