Scheduled payments allow you to automatically collect payments from guests before their arrival date. You can configure this feature for individual rate plans, with payments processed at 3pm UK time on your specified schedule.
Before you start
Ensure you have the following before configuring scheduled payments:
GuestPay account with Direct Booking Manager.
Administrator access to Distribution settings.
Rate plans already configured in your system.
Configure scheduled payments for a rate plan
⚠️Important: Payment automation before arrival is available only to properties with GuestPay. If you do not have GuestPay you can still configure this feature, but you will need to manually process the payment, as the system will not complete this automatically for you.
To set up scheduled payments for a rate plan, follow these steps:
Navigate to Payment Config, in either of the ways outlined below:
In Guestline Rezlynx PMS select Distribution Hub , then under DBM/RoomlynxAPI selectPayment Config.
In Distribution Hub select Configuration, then under Rates select Payment Config.
Choose one of the following options:
Click Add to create a new payment configuration.
Click Edit next to an existing payment configuration.
SelectProperty , then Channel , and then select theRate plan you want to apply the setting to.
In thePayment Type dropdown, selectSchedule Payment .
In theDays before arrival field, enter the number of days before arrival when payment should be taken.
Click Save . This rate plan is now configured for scheduled payments and will display at the time of booking.
Repeat the steps above to configure scheduled payment for each rate plan as required.
How schedule payments work
During the booking process:
When guests book a rate with a scheduled payment configuration, they see 'Charged on [SCHEDULED DATE]' instead of standard payment options
When completing the booking, guests see a clear notification that 'Payment will be taken on [SCHEDULED DATE]'
An account check is performed at the time of booking to verify card validity and create the necessary payment token.
When booking multiple rooms with different payment terms, the system processes a single transaction which may result in immediate payment rather than scheduled payment.
If the scheduled date is the current date or in the past, the system automatically becomes 'Pay Now'.
For GuestPay Customers - Automatic process
Once the booking arrives into Rezlynx PMS:
The guarantee page displays a Scheduled Payments panel.
The panel shows card type, card number, expiry date, effective date/time, amount, status, and action buttons for editing or cancelling.
The system captures the account check token for additional merchant-initiated transaction capabilities.
On the scheduled payment date:
The system automatically processes the merchant-initiated transaction at 3pm.
Upon successful payment, the scheduled payment status updates, a deposit is added to the booking, and the resulting token is captured in the guarantee grid for future use.
For Non-GuestPay Customers - Manual process
Once the booking arrives into Rezlynx PMS:
The guarantee page displays card type, card number, expiry date, effective date/time, amount, status, and action button to process a New Payment.
The booking arrives into the system with the following message: Payment automation before arrival is available only for GuestPay customers. Other customers must process payments manually.
You must manually process payments on the specified date.
You will need to establish a systematic process for tracking payment completion deadlines. You could use reminders such as Tasks or To Do’s within Rezlynx PMS.
On the scheduled payment date:
To manually process a scheduled payment, follow the steps below:
Navigate to the reservation.
Go to the Guarantee page of the reservation
Within thePayment Gateway section you will see the payment token.
SelectNew Payment .
Complete the required information:
Initiation reason: Select from the drop-down menu .
Amount: Enter the full value of the reservation.
CVC : This is not a mandatory field.
Click Pay to complete the transaction.
You may have your own processes on site for notifying the guest that the payment has been processed.
Edit or delete scheduled payments in Rezlynx PMS
If you have GuestPay active at your property, then you will be able to edit and delete scheduled payments as required.
Once bookings are made with scheduled payments, you can manage them through Rezlynx:
Navigate to the booking within Guestline Rezlynx PMS.
Select the Guarantee page of the reservation.
View the Scheduled Payments panel.
You can then either:
Click Edit, to change the date or value of future scheduled payment, then select Save.
Or Click Cancel, to cancel the scheduled payment. The account check token will still be visible in the Payment Gateway panel and can still be charged if required.
Important behaviours of this feature
Booking date changes: If you change a booking's arrival date, the scheduled payment date will not automatically update. You must manually edit or cancel the scheduled payment through the guarantee page.
Booking cancellations: When you cancel a booking, the associated scheduled payment is automatically cancelled.
Payment processing: Scheduled payments use account check transactions only. Digital wallets (Apple Pay and Google Pay) and alternative payment methods are not available for scheduled payments.
Failed payment : Failed scheduled payments are logged in the tasks system using the same process as VCC failures, ensuring users can take appropriate action. This can happen where cards do not have sufficient funds etc.
Troubleshooting
If you experience issues with scheduled payments, try these solutions:
Payment failed on the scheduled date: Check your tasks system for failure notifications and contact the guest to update their payment information.
Scheduled date shows as 'Pay Now': This occurs when the scheduled date falls on or before the current calendar date. The system automatically defaults to immediate payment.
Multiple rooms showing 'Pay Now' instead of scheduled payment: When booking multiple rooms with different payment terms, the system processes a single transaction, which may result in immediate payment rather than scheduled payment.
Failure Handling: Failed scheduled payments are logged in the tasks system using the same process as VCC failures, ensuring users can take appropriate action.