How to use a salon booking system with deposits
A salon booking system with deposits takes a payment when a client books, helping you reduce no-shows and last-minute cancellations. With JENA, you set one deposit rule across all services: a fixed amount, a percentage or no deposit. You can also take full payment upfront or use card capture.
Why no-shows and late cancellations cost you money
You earn your living from the time clients book with you. When someone cancels at the last minute or does not turn up, that time can become a gap you cannot fill.
You lose the appointment income you expected. And if you turned another client away because the slot was taken, you have lost the chance to offer it to them too. Once those hours have passed, you cannot sell them again.
Asking a regular client for a deposit can feel awkward. But protecting your working time is part of running your business.
Decide your booking policy, then set your deposit
Start by deciding whether clients will pay a deposit or the full amount when they book. Our recommendation is to take at least a deposit, so the client has paid towards the time you are reserving for them.
Then decide how much notice you need for a cancellation or reschedule, what happens when a client needs to change an appointment and where they will see your terms.
If you choose a deposit, set a fixed amount or a percentage. In JENA, the same rule applies across all services. A fixed amount stays the same across bookings, up to the service price. A percentage follows the price of the booking.
Choose a rule you can explain clearly. After your first few bookings, check which questions clients are asking. If the same question keeps coming up, make that part of your terms clearer.
What changed for Michelle Brown
JENA customer Michelle Brown runs Chell’s Beauty by the Sea, winner of Scratch magazine’s Home Nail Salon of the Year award in 2025 and 2026. Her JENA booking system received full marks from the judges both years. She switched from card capture to a 50% upfront deposit and reported that her no-shows fell to zero.
A deposit cannot guarantee attendance. Michelle’s experience shows what changed when she started taking payment upfront.
Hear Michelle’s story on Solo Success.
Make the booking flow clear for clients
The best time to explain your rules is before the client confirms the booking. Show the service, date, time, amount due now and your terms in one place. Let them know how they can cancel or reschedule, and send a confirmation and reminder afterwards.
Read the booking page on your phone. The amount due and the cancellation window should be easy to find.
Keep the wording consistent on your booking page and in your confirmation email. A client should know what they are paying now, what is left to pay and how to contact you if something has gone wrong.
How JENA handles deposits, full payment and card capture
JENA Starter includes online booking, deposits, card capture and email confirmations and reminders from £9 a month, including VAT.
You choose one deposit setting across all services:
- Fixed amount: the same deposit amount across services. If it is higher than a service’s price, JENA takes the full service price instead.
- Percentage: the same percentage across services, with the amount based on the booking price.
- No deposit: clients do not pay a deposit at booking. You can use card capture if you prefer.
You can also take the full amount at booking through Stripe. Stripe payment processing fees apply separately.
Card capture saves a client’s card for a possible later charge. It does not take money upfront. If the card is blocked or has insufficient funds when you try to charge it, the payment can fail.
Pro and Max include custom terms and the client portal, where clients can cancel or reschedule if you enable it. You decide how many hours’ notice they need to give, and you can require them to agree to your terms at checkout.
Choose Starter if you need to take deposits online. Choose Pro if you also want clients to agree to your own terms and manage booking changes through the portal. Compare the current plans on JENA pricing.
Before you switch deposits on
- Choose your booking policy first: deposit or full payment, notice period and clear terms.
- If you choose a deposit, set one fixed amount or percentage across all services.
- Test the booking flow with a low-cost service.
- Check that the amount due now and the cancellation or rescheduling window are clear.
- Make sure you know how you will handle a genuine exception.
Your terms should be clear before a client books. This guide is practical information, not legal advice. Check your policy with a qualified adviser if you are unsure about consumer-law or refund obligations.
Questions about taking deposits
Can I set a different deposit for each treatment?
No. In JENA, you choose one fixed amount, one percentage or no deposit across all services. A percentage can produce different payment amounts as booking prices change, but the rule stays the same.
Can clients cancel or reschedule their own booking?
Yes, on Pro and Max, if you enable it in the client portal. You choose the minimum notice period in hours. Clients must cancel or reschedule at least that many hours before the appointment.
Can I use card capture instead of taking a deposit?
Yes. You can keep card capture if you prefer. It saves a card for a later charge, but no money is taken at booking and a later payment is not guaranteed. Our recommendation is to take a deposit or full payment upfront.
