--- title: "How to manage deposits" url: "https://support.cosmesoft.app/en/article/how-to-manage-deposits" language: "en" last_updated: "2026-09-05T01:10:38.067Z" --- # How to manage deposits Use this guide to configure deposit requirements, collect payments from clients, and handle deposits when bookings are cancelled or rescheduled. > For a high-level explanation of how deposits work, see [**About Deposits**](https://support.cosmesoft.app/en/article/about-deposits). * * * ## Before you begin Make sure: - You have **Admin** or **Manager** access to change global settings. - Your **Payment Account** (Stripe) is verified and ready to receive funds. - You have decided on your standard deposit amount per location. * * * ## Step 1 — Configure Deposit Requirements You can set deposit rules at three different levels. ### Location Level (Default) - Go to **Settings** > **Locations** and select your site. - Open the **Booking Settings** tab. - Toggle on **Booking deposit required**. - Enter the default **Deposit Amount** and select the **Deposit Expiry Period**. - Click **Save Changes**. ### Service Level (Override) To customise deposit requirements for specific treatments: - Go to **Settings** > **Services** and edit a service. - In the **Service Settings** tab, toggle **Deposit Required** on or off as needed. - Click **Save Changes**. ### Staff Level (Exemptions) To customise or exclude deposit requirements for a specific practitioner: - Go to **Settings** > **My Team** and edit the staff member. - Select **Next** to go to page 2. - Tick **Exclude Deposit Required** to exempt the staff member from deposit requirements, or update their **Deposit Amount** if they need a staff-specific deposit amount. - Click **Save**. * * * ## Step 2 — Collect a deposit from the Calendar When an appointment requires a deposit, a red **D!** badge appears on the tile. - Click on the appointment tile in the **Calendar**. - In the **Event Summary**, locate the **Deposit** section. - Click **Collect Deposit**. - Select the **Payment Method** (e.g., Card, Cash, or 2Pay). - Click **Collect Deposit** to finalise. - **Observe** that the calendar badge turns blue and displays as **D**. ![image-20260503-033901.png](https://cdn-assets.productfruits.com/611729d8-2452-48d4-9ff7-c9656061a4ba) * * * ## Step 3 — Apply the deposit at checkout - Click the appointment and select **Checkout** (or find the client in the POS queue). - The paid deposit amount will automatically appear as a deduction in the **Payment Summary**. - Collect any remaining balance as per the standard checkout process. * * * ## Step 4 — Handle a deposit when a booking is cancelled When you cancel a booking that has a held deposit, the system will prompt you to choose how to resolve it. ### Option A — Release to restricted deposit credit (default) This is the standard action available to all staff. The released amount is held as restricted deposit credit, not general spendable account balance. - Cancel the booking from the **Calendar** or **Appointment** screen. - The system will present **Release to client credit** as the default action. - Confirm the cancellation. - The deposit amount is released as **restricted deposit credit** on the client account. It remains reserved for a future booking deposit and is not available as general account balance or for normal checkout spend. - When the client makes an eligible future booking, the restricted deposit credit can be applied to that booking’s deposit requirement. ### Option B — Refund to original payment method (Admin / Manager only) Use this option only when the business decides the client should receive their money back to their card or original payment method. - Cancel the booking from the **Calendar** or **Appointment** screen. - Select **Refund to original payment method** (this option is only visible to Admin and Manager users). - Enter a **reason for the refund** (required — e.g., "Client within cooling-off period" or "Clinic cancelled appointment"). - Review the confirmation summary showing the amount and destination. - Click **Confirm** to process the refund via Stripe. > **Note:** If the refund fails, such as due to a payment gateway error, the deposit will remain held. You will be prompted to retry the refund or fall back to releasing the deposit as restricted deposit credit instead. Deposits paid via 2Pay may not be eligible for the original-method refund option. When you cancel a booking that has a held deposit, the system will prompt you to choose how to resolve it. * * * ## Step 5 — Handle a deposit when a booking is rescheduled When a client reschedules their appointment, the deposit transfers to the new booking automatically. No manual action is required. - Reschedule the booking to a new date or time as usual. - The deposit remains linked and the **D** badge will appear on the new appointment tile. * * * ## What to do next - [Learn how to handle 2Pay payments.](https://support.cosmesoft.app/en/article/about-2pay) - [How to manage client profiles to check credit balances.](https://support.cosmesoft.app/en/article/how-to-manage-client-profiles#step-5---view-financials-and-purchase-history) - [Fix common deposit issues.](https://support.cosmesoft.app/en/article/fix-common-deposit-issues) * * * ##