MEETINGS: Charging for Seats and Refunds

How do I charge for a seat?

A Meeting's price is set once, in the Pricing section of its Meeting Generator, and every session under that Generator costs the same. Switch it from Free Event to Paid Event and fill in:

• Available Gateway(s), which has to be connected under Billing before you can charge for seats.
• Invoice Title, the title on the Invoice your registrant receives.
• Currency.
• Associated Item, one of your own active one-time items from Products & Services. The Item sets the price of a seat and is the line that appears on the Invoice. A subscription cannot be sold as a seat.

You can also add Discounts and Taxes, the same way you would on an Invoice.

IMPORTANT: Charging for seats has to be available on your account. If it is not, the Pricing section says so and your free events keep working exactly as before. An event that is already priced keeps selling seats either way.

What happens when somebody buys a seat?

The seat is held while they pay, for 15 minutes, and the hold counts against the cap so nobody else can take it in the meantime. Paying turns the hold into a confirmed Registration and a paid Invoice, and the confirmation email goes out as usual. If they decline or walk away, the hold lapses and the seat reopens on its own.

TIP: The amount, the currency, the gateway and whether the event is paid at all are always decided by your settings on the server, never by the visitor's browser, so a checkout total cannot be tampered with.

How do refunds work?

Refunds are yours to make, by hand. SuiteDash never moves money on its own when a registrant cancels, when you remove somebody, or when you cancel a session.

Whenever a paid seat is released you are told, with the person, the reason and the amount, and every registrant-facing cancellation message says the host handles the refund. A registrant looking at their own cancel page is told what they paid and that any refund comes from you directly.

Cancelling a session that holds paid seats tells you how many were released and points you at the same place to settle them.

Where do I settle a refund?

Payments that were taken but left no Invoice behind, because the seat could not be granted, are collected under Refund Obligations, in Office. The page explains it plainly: return the money in your payment gateway, then mark the obligation as done here.

An obligation sits under Open until you settle it and moves to Resolved once you mark it done, so nothing quietly disappears into a notification you might miss. If a payment is ever captured but the seat cannot be granted, the visitor is told honestly, you are alerted with the registrant, the amount and the Invoice, and it is recorded here for you to resolve.

Can one host offer both Appointments and Meetings?

Yes, on the same form and the same calendar. A booked Meeting removes that host's one-to-one slots for its time, and a booked Appointment stops a Meeting being scheduled over it, so the two never collide.

CLICK HERE to learn how to create and set up a Meeting.