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Refund for online paid appointments

If you offer online payment, customers can pay for your appointments online. If an appointment is cancelled in time, the deposit must be refunded. You can decide yourself whether this should happen automatically or not.


You can access this area via Settings > Online Payment.
If this function is not activated, it can be activated via "Add function".



Option 1: Manual Refund

You can specify that the deposit will not be refunded automatically. In case of a refund, proceed as described here. In the online payment settings, the Appointment Cancellation option is set to "no action".

  • Disadvantage: If customers cancel unnoticed within the deadline, they will not receive the refund automatically and must contact you.

  • Advantage: You have an overview of the refunds

The payment can be refunded directly via the appointment.

If the appointment has already been removed, it can be refunded via the payment module under Settings > Online Payment:

Option 2: Automatic Refund

To automatically refund payments when the customer cancels the online appointment, the Appointment Cancellation option must be set to "Payment Reversal":

If this option is selected, you must specify under "Cancellation Deadlines" until when an appointment can be cancelled in time:

Alternative: Replacement Voucher (in the future)

We are planning to enable the issuance of a voucher as an alternative to refunds. However, as of 11/2025, this function is not yet available.

Important Prerequisite

To ensure that the deposits paid can be refunded to customers, you must set a sufficiently high minimum balance in your PayPal or Stripe payment account that always remains in the account.