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PatientNow Essentials / EnvisionNow: Card on File & Deposits Setup and Usage

Overview

Card on file and deposit features help reduce no-shows, secure revenue, and create a more reliable booking experience.

Within PatientNow Essentials and EnvisionNow, you can:

  • Require clients to store a card on file before booking

  • Configure deposit rules by location and service

  • Store and validate payment methods securely

  • Collect deposits automatically for online bookings or manually for scheduled appointments

This guide walks through setup, configuration, and usage across both online and in-store workflows.

💡 Important: In-store deposits require integrated credit card processing (Payrix).
To upgrade or enable this feature, please contact our Sales Team at 800.436.3150 or sales@patientnow.com. Card on file and online booking deposits may be available with other integrated payment processors.

🎥 Video Walkthrough

Watch a step-by-step walkthrough of enabling card on file and deposits:

👉 https://patient-now.skyprepapp.com/course_items/show/1653467?course_id=277291#course-item-id=1653467

💡 Prefer written steps? Continue below for detailed instructions.

Table of Contents

  1. Setup: Enable Online Booking

  2. Setup: Deposit Configuration

  3. Setup: Surcharging (Optional)

  4. Online Booking Deposits

  5. In-Store Deposits

  6. Adding a Card on File During Booking

  7. Troubleshooting

1. Setup: Enable Online Booking

Before configuring a card on file or deposits, online booking must be enabled.

Navigate to:
​Dashboard → Gear Icon → Company Settings → Online Booking → General Options

Then:

  • ☑️ Enable online booking

💡 If this setting is not enabled, the online scheduler will not be active and clients will not be able to book appointments online.

💡 This setting must be enabled before deposit and card on file options will function properly.

Example: Enabling Online Booking in Company Settings

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2. Setup: Deposit Configuration

Deposits can be configured at the company level, the service level, or a combination of both depending on your business needs.

Step 1: Configure Company-Level Deposit Settings (Default Behavior)

Navigate to:
​Dashboard → Gear Icon → Company Settings → Online Booking → Booking Options

Here you can configure both card on file requirements and deposit rules.

Require Card on File

  • ☑️ Store credit card on file before completing booking

💡 When enabled, clients must enter a card before completing their booking.
💡 The card is securely stored in the system for future use.

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Deposit Method Options

Option

Description

Disable All Deposits and Overrides

Requires a card on file but does not charge a deposit

Flat Amount Daily

Charges a fixed dollar amount for all bookings

Percent of First Booking Daily

Charges a percentage based on the first booking per day

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Deposit Amount

  • Enter a default deposit amount

  • OR set to 0.00 to only charge deposits on specific services

💡 These settings act as the default for all bookable services.

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How Deposit Logic Works

  • Company-level settings apply to all services by default

  • Service-level settings can override the default

  • You can combine both for flexible pricing

💡 Example:

  • Set default = $50

  • Override consultation service = $20

💡 Alternatively:

  • Set default = $0.00

  • Only selected services will require deposits

⚠️ Important:
​If “Disable All Deposits and Overrides” is selected, no deposits will apply, including service-level deposits.

Step 2: Configure Service-Level Deposits

Navigate to:
​Dashboard → Inventory → Service List → Select Service → Online Tab

Example: Service-Level Deposit Settings
​
​

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Configure:

  • ☑️ Enable this service for online booking

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Then select a deposit method:

Option

Description

Use Company Default

Uses company-level settings

Charge Deposit $

Flat dollar amount

Charge Deposit %

Percentage of service price

Charge Full Price

Charges full service price

Enter the Deposit Amount if applicable.

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Additional Service Options

  • Direct Service Booking Link

    • Provides a direct link to book the specific service

  • Request Only

    • Prevents automatic booking and sends request for approval

  • Enable this service for online booking

    • Uncheck to remove the service from online booking

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3. Setup: Surcharging (Optional)

If your business applies surcharges to credit card transactions, this must be enabled separately.

Step 3: Enable Surcharging Feature

  • Contact the PatientNow Sales Team to enable surcharging for your location

Step 4: Enable Surcharge in System

Navigate to:
​Dashboard → Gear Icon → Company Settings → Credit Card Integration

  • ☑️ Enable Surcharge

  • Enter percentage (0–3%)

💡 Surcharges will apply to eligible transactions once enabled.

For more details on surcharging, please click here.

4. Online Booking Deposits

How It Works

  • Clients may be required to:

    • Enter a card on file

    • Pay a deposit at time of booking

  • Deposits are calculated based on:

    • Company-level defaults

    • Service-level overrides

💡 If multiple services are booked, some deposit methods only charge once per day per client.

Booking Restrictions

Disable Ability to Book Multiple Services

  • ☑️ Prevent multiple services

  • ⬜ Allow up to three services

Additional Booking Settings

  • Cancellation window

  • Service spacing

  • Lead booking time

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5. In-Store Deposits

Deposits can also be collected manually for appointments created by staff.

Option 1: Add Deposit from the Schedule

  1. Locate the appointment

  2. Right-click the appointment

  3. Select Add Deposit

Example: Adding a Deposit from the Schedule

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If No Card on File Exists

  • Message: No Credit Card on File

  • Edit Payment Info window appears

Enter card details and click Save

Example: Adding Card on File from Deposit Screen

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If Card on File Exists

  • Message: Credit Card on File Found

  • Proceed with deposit

Complete the Deposit

  1. Enter deposit amount

  2. Click Add

6. Adding a Card on File During Appointment Booking

When scheduling an appointment, you can add a card on file directly.

Steps

  1. Open Book Appointment

  2. Select client

  3. Click Add Credit Card

  4. Enter card details

  5. Click Save

Example: Adding Card During Booking

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💡 This allows deposits and payments to be processed later without interruption.

7. Troubleshooting

Issue

What to Check

Deposits are not charging

- Online booking is enabled

- Deposit method is not set to Disable All Deposits and Overrides

- Service has a deposit configured

- Service is enabled for online booking

Service-level deposit not working

- Company-level deposit method is set to Flat Amount Daily or Percent of First Booking Daily

- Deposit method is NOT set to Disable All Deposits and Overrides

- Deposit is configured on the service’s Online Tab

Card on file is not being required

- Ensure Store credit card on file before completing booking is enabled

Client can book without a deposit

- Deposit method is not disabled

- Deposit amount is not set to 0.00 at both company and service level

- Service is not using company default when default is 0

Surcharge option not showing

- Contact the Sales Team to enable surcharging

- Confirm it is enabled in Credit Card Integration settings

Online booking not available

- Enable Online Booking is checked

- Services are enabled for online booking

Card is being marked invalid

- Verify card number and expiration date

- Confirm integrated payments are active

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