I was presented with a scenario and was wondering if anyone does something similar and how to best set this up:
For upcoming musician auditions, we would like to take credit card info for a person to secure their audition spot, but do not charge anything at the time the payment information is taken. When the audition date arrives, if the musician does not show up their credit card should be charged the deposit amount, but if they do show up they should not be charged anything. From my understanding, in the past we have always only accepted checks that typically have to be mailed in, but checks are becoming more obsolete and people want to be able to just give a credit card number. I know another Orchestra who does this, but within a different software.
Looking forward to some insight on this.
Have you looked into payment plans for this?
www.tessituranetwork.com/.../Using A Payment Schedule.htm
On a related note, I would talk about just adding a credit card directly to the account, but I know that we have disabled that ability for all non-admin users as a PCI issue. We are able to set security such that only P2PE devices can be used to enter cards for ticket orders and contributions, and only tokenized cards may be loaded for charging cards on file, but the card entry tab on the customer record cannot be so restricted (in fact I don't there there's a way to hook it up to P2PE at all), so we've had to lock it off.
I have looked a little at the Payment Schedules, but I have a feeling most of the orders we enter will need to be adjusted out so that the automatic payment processing does not occur. It would be okay if there is a way to bulk way to remove those scheduled orders. We basically need a place to store credit cards without violating PCI rules and only a small percentage of those cards will need to actually be charged anything. I don't know if that is realistic.
Hmmm, I know you can do bulk refunds for shows, but I'm not sure how those affect people on payment plans. If canceling a show and doing refunds also cancels the payment plans (which surely would be desired functionality) then you could have two shows: "Audition Deposit" and "Audition No-Show". No-shows have their tickets exchanged for tickets in "Audition No-Show". Then "Audition Deposit" is refunded and "Audition No-Show" is charged?
It would be great if Tessitura would allow a $0 credit card amount in a comp ticket order, then we could just add a fee for the no shows or something along those lines. Setting up two performances is a good thought, but would have to still figure out a way to ensure the ones who show up are never charged and therefore do not have to be refunded. Thank you for for thinking this out with me. It has been helpful. I may have to talk about the options with my coworkers who presented the scenario in the first place. Their deposit policy may have to change to charging for the audition spot and do the bulk refund for all those who show up.