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Taking bookings with online payments

We have recently started taking payments for bookings on behalf of our hosts, and are introducing financial protection on bookings too.

We’ve done it to make booking and payment more secure and streamlined for customers, and to make life easier for hosts.

Where hosts are concerned, there are no changes to the way the rest of the platform works. They still receive enquiries and bookings in the same way, and receive the customers contact details once the booking is confirmed.

Instead of the time, cost and admin involved in collecting multiple payments from overseas customers, we simply send them instant alerts when payments are made, and transfer the money to their nominated bank account on a regular basis.

Here’s how it all works:

1. Host sets up the rules

To set up online payments, hosts first set rules for the deposit amounts required to secure a booking, and due dates for balance payments to be made by. They also decide if a trip is available ‘on request’ or is instantly bookable.

If it is instantly bookable, this means the price and availability is guaranteed, and no manual confirmation is needed by the host before the customer’s card is charged for the deposit.

2. Customer requests a booking/card approved

To make a booking the customer will either have made an enquiry and received a personal quote , or will click ‘book’ to proceed immediately according to the listed prices and dates for the trip in question.
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To proceed the customer confirms their contact details, inserts card details, approves the deposit payment and agrees to the booking terms provided by the host. Their card is not charged at this point.

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If Financial Protection is available on the booking, details will be confirmed with the customer here too.

3. Host accepts the booking/card charged

The host is immediately alerted to this ‘Booking Request’ and can check the details, dates and prices are correct. As soon as they accept the booking request, the customer’s card is charged (the deposit payment is ‘pending’ in the screenshot below until the booking is accepted).

If the host has set the trip to be ‘instantly bookable’, this step is missed – the booking is automatically confirmed and the customers card will be charged.

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If the host needs to change the price or other details of the booking for any reason, they click ‘decline’ and edit the quote. The customer is alerted and is asked to make a new payment to confirm the booking again (step 3).

4. Introductions are made

The customer and host are sent instant emails to confirm that the deposit has been paid, and giving each other their direct contact details.

The host may enter these into their own booking system for ongoing management, and can communicate directly with the customer about the booking from then on.
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5. Customer pays balance before travel

The customer has a private payment page, from where they can pay the balance in multiple stages anytime before the balance is due, and split payments with their group. The customer is automatically reminded of payment deadlines by email, and we will chase on behalf of hosts to ensure all payments are collected on time.

We send the host an instant update by email each time a payment is made by a customer, so they can update their records elsewhere.

6. Host can make changes and add extras to the total

The host can add things to the booking and change the total balance payment required at any time if the customer requests it, or wants to arranges additional extras like equipment hire or transfers.

If there are changes or cancellations, we will process any payments due back to the customer.

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7. Money passed to the host

All customer payments are held securely in a separate account and passed to the host by bank transfer for free. The timing for this transfer depends on the host agreement with us, and the financial protection arrangements in place for that trip.

In summary:

Classic partners 

  • No additional fees or commission are charged to hosts for the service.
  • All payments are held securely and transferred for free to the hosts nominated bank account (less commission) on the 5th of every month, regardless of the date the customer is traveling.
  • Any extras added to bookings later (passes, kit hire, transfers etc) will not be commissionable, we will collect payment of them for a 2% processing fee to cover costs, and payout monthly with other payments.
  • It is possible for hosts to receive payouts weekly instead of monthly, but for an additional 2% processing fee to cover costs.  Contact us to arrange.

Exclusive partners
(and those offering financial protection through us – coming soon)

  • No additional fees or commission are charged to hosts for the service.
  • All payments are held securely and transferred for free to the hosts nominated bank account (less commission) on the 5th of the month, for all customers arriving before the end of the following month, (e.g. receive payment on 5th Dec for customers arriving before end of January, and on 5th Jan for all customers arriving before end of Feb, plus any last minute bookings taken since the last payment in Dec).
  • Any extras added to bookings later (passes, kit hire, transfers etc) will not be commissionable, we will collect payment of them for a 2% processing fee to cover costs, and payout monthly with other payments.
  • It is possible for hosts to request one off payouts (e.g. for a last minute booking) for a fee of £10 per payout. Contact us to arrange.

See terms for full details.