Who can do this: Owners and Managers. Where: Sidebar → Catalog & Pricing → Party Types → edit a package → "Deposit Amount ($)"
What it does#
By default, a party package collects a flat deposit when the customer books, and the rest of the package price falls due on game day. You can also have PBHQ collect the entire package price at checkout — leave "Deposit Amount ($)" blank.
That's useful if you'd rather not chase a balance at the front desk, or if your parties are priced low enough that a deposit isn't worth splitting out.
The three settings#
"Deposit Amount ($)" has three meanings:
| Deposit Amount | What the customer pays at checkout | Balance on game day |
|---|---|---|
| Blank | The full package price | None |
0 |
Nothing — the booking is reserved without payment | The full package price |
An amount (say 100.00) |
That deposit | The rest of the package |
Blank and 0 are different on purpose. Blank means "collect everything now"; 0 means
"collect nothing now". It's the same convention gear tiers use — see
Gear deposits.
Setting it up#
- Go to Party Types.
- Click the package you want to change, or "Add Party Type" for a new one.
- Clear the "Deposit Amount ($)" field so it's empty.
- Click "Save".
On the Party Types list, that package now reads "Paid in full — at checkout" where the deposit figure used to be, so you can tell at a glance which packages collect everything up front.
To go back to taking a deposit, type an amount into the field and save again.
What the customer sees#
- On the booking page, the package card says "Pay in full" instead of "$100 deposit".
- The gear step and the checkout page show one "Total Due Today" — the whole package — with no "Balance due on game day" line.
- The pay button reads "Proceed to Payment" rather than "Pay Deposit".
- The confirmation page and confirmation email show the booking as paid in full, and the reminder emails don't mention a balance.
See What customers see.
How it works with everything else#
The amount follows the player count. The customer is charged the price per player × the number of players they book, so the total is always right.
Add-ons are included. Anything selected on the extras step is part of the amount charged at checkout, exactly as before. See Extras and add-ons.
Discount codes are applied first. A customer using a code pays the discounted package price in full, not the original. See Discount codes.
Sales tax and fees are charged as normal, calculated on the amount being collected. Because you're now collecting the whole package, tax and fees are collected in one transaction instead of being split between checkout and the counter. See Sales tax.
Pay on Site still works. Staff taking a booking over the phone can still use "Pay on Site" to reserve the booking as unpaid and collect the whole amount, plus tax, at the desk. See Booking for a customer.
Existing bookings don't change. Changing a package's deposit affects future bookings only. Anything already booked keeps the amount it was quoted and charged.
Gear deposits are still ignored inside a party. The package's own setting is the only thing that decides what a party collects.
Which should I choose?#
A deposit — best for larger packages where customers expect to secure a date with a partial payment, and you settle the rest on game day.
Blank (pay in full) — best when you want the money collected up front and nothing to reconcile at the desk. Bear in mind customers see a larger number at checkout, which can affect conversion on higher-priced packages.
0 — best when you take payment entirely in person and just want the date reserved online.