Setting up no-show fees
A no-show fee automatically charges a client when they fail to show up for an appointment. You configure the amount (percentage or fixed) and the rules once. After that everything happens on its own: the moment you mark an appointment as no-show, Salonnare calculates the fee and sends the payment link via your connected payment provider. There is no longer a choice dialog -- it is automatic.
What you need
No-show fees require Mollie or Stripe to be connected. Salonnare uses Mollie if you have set it up, otherwise it falls back to Stripe. If you do not have a payment provider yet, see Setting up payments first.
Configuring no-show fees
- Go to Settings.
- Find the No-show fee section.
- Turn on Enable no-show fee.
- Configure the rules:
| Setting | What it does |
|---|---|
| Fee type | Choose Percentage (a percentage of the service price) or Fixed amount (a fixed amount in euros). |
| Percentage / Fixed amount | The percentage (for example 50) or the fixed amount (for example 25). |
| Minimum amount | Percentage only. The lowest fee that will be charged. Example: if you set 20% with a minimum of 10, a 30 euro service still costs 10 euros (not 6 euros). |
| Grace period (hours) | Only charge a fee once this many hours have passed after the appointment time. 0 = immediately. |
| Require card (charge automatically) | Collect a card at booking and charge the fee automatically after the grace period. Requires Stripe. |
| Confirmation email on no-show | Automatically email the client with the fee and the payment link. On by default. |
- Click Save.
What happens automatically on a no-show
Step 1 -- Mark the appointment as no-show
- Open the appointment in the calendar.
- Click the status dropdown and select No-show.
That is all. No dialog appears -- if the no-show fee is enabled, the flow starts automatically.
Step 2 -- Salonnare sends the fee
- Salonnare calculates the fee based on your settings (for multiple services, on the sum of the prices).
- If a grace period is set and has not yet passed, no fee is charged yet.
- The client receives an email with the appointment date, the service, the amount and a payment link.
Step 3 -- The client pays
- The client clicks the payment link in the email.
- They see a secure payment page (via Mollie or Stripe, depending on your settings).
- They enter their payment details and pay.
Step 4 -- Confirmation
Once the client pays, the no-show fee is recorded as paid in the reports.
Finding no-show fees
Want to see all no-shows and the status of the fees?
- Go to Reports.
- Open the No-show tab.
At the top you see the KPIs:
| KPI | What it shows |
|---|---|
| Total no-shows | Number of missed appointments |
| Paid | Number of paid no-show fees |
| Pending | Number of fees not yet paid |
| Total fees | Sum of all charged fees |
| Collected fees | Sum of the paid fees |
| Recovery rate | Percentage of fees that has been paid |
Below that you find No-shows by client: a table with, per client, the number of no-shows, how many of those were paid and the date of the last no-show.
Clients who repeatedly fail to show up
Under the same settings you find No-show pattern detection. When enabled, clients who reach the threshold get a warning badge in the calendar and the appointment search.
- Threshold (number of no-shows) -- from this count the client gets the badge.
- Window (months) -- no-shows are counted within this number of months.
Tips to reduce no-shows
No-show fees are a safety net, but prevention is better:
- Send reminders -- Salonnare can send automatic reminder emails.
- Ask for a deposit -- see Setting up deposits.
- Make rescheduling easy -- clients show up more often if they can easily move their appointment.
Want to know more about payments? See Setting up payments. Need help managing appointments? See Managing appointments.