Flowlance Payments and Scheduling Setup

Learning Objectives

• Set up Stripe and PayPal payment processors on Flowlance
• Configure your Flowlance calendar for effective client scheduling
• Troubleshoot common payment and scheduling setup issues

Introduction

Getting payments and scheduling working properly is fundamental to running any service business on Flowlance. This chapter walks you through connecting your payment processors and setting up your calendar system so clients can book and pay for your services seamlessly.

We'll cover the essential steps for integrating Stripe and PayPal, customising your availability, and fixing common problems that crop up during setup.

Lessons

Setting Up Stripe Payments

Stripe handles card payments and bank transfers for most Flowlance users. Here's how to connect it:

Step 1: Go to your Flowlance dashboard and click Settings
Step 2: Select Payment Methods from the left menu
Step 3: Click Connect Stripe Account
Step 4: Enter your Stripe login details or create a new Stripe account
Step 5: Confirm the connection and test with a small transaction

Your Stripe account needs to be fully verified before you can accept live payments. This usually takes 1-2 business days.

Common issue: If the connection fails, check that your Stripe account is active and not restricted. Business accounts work better than personal ones.

Adding PayPal as a Payment Option

PayPal gives clients another way to pay, especially useful for international customers:

Step 1: From Payment Methods, click Add PayPal
Step 2: Log into your PayPal Business account
Step 3: Authorise Flowlance to process payments
Step 4: Set PayPal as your default or secondary payment method

PayPal Business accounts are required. Personal accounts won't work with Flowlance integration.

Configuring Your Flowlance Calendar

Your calendar controls when clients can book appointments and how your schedule appears to them:

Step 1: Navigate to Calendar Settings in your dashboard
Step 2: Set your working hours and time zone
Step 3: Define your service durations (30 minutes, 1 hour, etc.)
Step 4: Add buffer time between appointments if needed
Step 5: Block out unavailable dates and recurring time off

Buffer time tip: Add 15-30 minutes between bookings to avoid back-to-back scheduling stress.

Setting Up Automated Notifications

Keep clients informed with automatic emails:

Step 1: Go to Notification Settings
Step 2: Enable booking confirmations and reminders
Step 3: Customise email templates with your branding
Step 4: Set reminder timing (24 hours, 2 hours before, etc.)
Step 5: Test the notifications by booking a test appointment

Troubleshooting Payment Issues

When payments aren't working, start with these checks:

Connection problems: Verify your payment processor accounts are active and not suspended
Failed transactions: Check if your Stripe or PayPal account needs additional verification
Missing payments: Look for payments in your processor's dashboard – they might be on hold

This is the bit most people miss: Payment processors sometimes hold funds for new accounts. Check your Stripe or PayPal dashboard for any pending verification steps.

Fixing Calendar Problems

Common calendar issues and their solutions:

Double bookings: Check if you have conflicting availability settings
Wrong time zone: Verify your calendar time zone matches your location
Missing appointments: Ensure calendar sync is enabled across all devices
Booking notifications not working: Check your spam folder and notification settings

Practice

Set up a test payment method and create a sample service in your Flowlance calendar. Book an appointment as if you were a client to check the entire process works smoothly. Process a small test payment to verify everything connects properly.

FAQs

How long does it take to set up payments on Flowlance?
The connection process takes about 10 minutes, but payment processors may need 1-2 days to verify your account for live transactions.

Can I use both Stripe and PayPal at the same time?
Yes, you can offer both options to give clients flexibility in how they pay.

What happens if a client cancels their appointment?
You can set cancellation policies in your calendar settings. Flowlance can automatically handle refunds based on your rules.

Why aren't my calendar bookings showing up in my email?
Check your notification settings are enabled and look in your spam folder. Some email providers filter automated messages.

Do I need a business account for Stripe and PayPal?
PayPal requires a business account. Stripe works with personal accounts but business accounts have better features and fewer restrictions.

Jargon Buster

• Payment processor: A service that handles online payments between you and your clients
• Buffer time: Extra minutes added between appointments to prevent overbooking
• Calendar sync: Automatic updating of your calendar across different devices and platforms
• Verification: Process payment companies use to confirm your identity and business details

Wrap-up

You now have the tools to set up reliable payment processing and scheduling on Flowlance. The key is testing everything thoroughly before going live with clients. Start with small test transactions and sample bookings to make sure the process works smoothly from the client's perspective.

Remember to check your payment processor dashboards regularly, especially in your first few weeks of taking payments. This helps you catch any issues early and keeps your cash flow healthy.

Ready to start taking bookings? Check out https://www.flowlance.com/?ref=pixelhaze for more advanced features and integrations.