---
title: Setting Up Client Deposits
description: Setting Up client Deposits from appointments
---
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# Setting Up Client Deposits
## v7
Deposits let you take money in advance against a specific appointment. This article covers turning them on and setting the rules. For taking and applying a deposit day to day, see [*Taking and Applying Client Deposits*](https://help.vetlinkpro.com/vetlinkpro/taking-and-applying-client-deposits). There are five things to set, in this order. The first one has to be done before any of the others appear on screen.
Download full section from the manual on [Client Appointment Deposits](https://help.vetlinkpro.com/hubfs/Other%20Documents/Client%20Appointment%20Deposits.pdf) here
**Before you start**
1. You need version 7.3.5 or later.
2. VetlinkPay is needed for deposit payment links and for deposits taken during online booking. Deposits taken at the desk do not need it.
3. You need to be able to send email and text messages to clients if you want to use deposit payment links.
4. Online booking needs to be set up if you want clients to pay a deposit while they book.
**1. Turn deposits on**
1. Go to **Options | Setup**.
2. Go to **Diary** then **2: More Options** tab.
3. Tick **Enable client deposits**.
This is set per branch and is off to start with. Until it is ticked, every deposit field, prompt, button and ledger stays hidden on the appointment type, appointment, client and payment screens.
**2. Set the deposit on each appointment type**A deposit is set per appointment type, so you can ask for one on surgery and not on a routine consult.
1. Go to **Options | Picklists Setup | Diary | Diary Reasons**
2. Open the appointment type you wish to enable deposits on.
3. Set deposit options
1. **Single branch setup**: You should see options straight away on diary reason form.
2. **Multi Branch Setup**: Click the **Select Branch** Button
4. Set **Dep. Reuired** to *Yes*.
5. Enter the **Deposit Amount**. This fills in automatically when the appointment is booked, and staff can change it on an individual appointment.
6. Enter the **Cancel Fee %**, from 0 to 100.
1. 0 means the client gets the whole deposit back as credit if it is forfeited.
2. Anything above 0 means the clinic keeps that percentage and the rest becomes client credit.
7. Set the **Online Deposit mode** if this appointment type can be booked online:
1. **Immediate** - the client pays while booking. The slot is held until they pay.
2. **Deferred** - the booking is made without taking payment, and you collect the deposit later.
8. Save.
**Note**: money returned to a client from a forfeited deposit always becomes client credit. A cancellation fee never pays out as cash, whatever percentage you set.
**3. Choose who has to pay a deposit online**
1. Go to **Options | Setup**.
2. Go to **Diary** then **2: More Options** tab.
3. Under **Require online deposit for:** tick one or more of:
1. **Everyone** - every online booking.
2. **Guests (not logged in)** - clients who book without signing in.
3. **New clients**.
4. **Clients with a no-show**.
This is set per branch and starts on **Everyone**. A client who does not match any of the ticked types is not asked for a deposit when they book online, even where the appointment type requires one in clinic.
**4. Set how long a slot is held while the client pays**
1. Go to **Options | Setup**.
2. Go to **Diary** then **2: More Options** tab.
3. Set **Hold slot expiry if unpaid (mins)**.
4. Anything from 10 to 120 minutes. It starts on 10.
This only applies to appointment types set to **Immediate**. When a client books one of those online, the slot is held for them while they pay. If the deposit is not paid inside this time the hold is released and the slot goes back on offer.
**5. Write the deposit request message**This is the wording the client gets when you send them a deposit payment link.
1. Go to **Options | Setup**.
2. Go to **Diary** then **2: More Options** tab.
3. Edit **Deposit request message**.
4. Use *{amount}* where you want the deposit amount, and *{link}* where you want the payment link. Both fill in automatically when the message is sent.
For example: *A deposit of {amount} is required to secure your appointment. Please pay here: {link}*
**Note**: this message goes out by text as well as email, and texts are charged per 160 characters. A long message is split and each part is charged, so every send costs more. The link itself uses 20 to 30 characters. Keep the wording short enough to stay inside one text, and leave out emoji and unusual symbols, which drop the limit to about 70 characters.
**Adding the deposit link to your appointment templates**Two merge fields are available for appointment confirmation and reminder templates, in both email and text. The link is sent in full on an email and shortened on a text, so you do not need a different field for each.
**Note**: adding a deposit link to a template makes every text sent from that template longer. Check the length before you turn it on across all your reminders. The deposit links are only geberated if a deposit is required. So it is recommended to use the \[DepositPayMsg\] mail merge at bottom of appointment reminder templates.
**Deposits on no-shows:** Held deposits on no-show appointments are forfeited overnight, using the cancellation fee set on that appointment type.
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