Use Card on File With Square Appointments App
Use Card on File with the Square Appointments app to make selling easy:
Securely add and store payment cards in your Customer Directory from the Appointments app or your online Square Dashboard.
Seamlessly charge your customers’ stored payment cards or Square Gift Cards.
Safely carry out your business with Square handling PCI compliance and authorisation on your behalf.
With Square’s online appointment scheduling tool, you’re able to keep a customer’s card on file to charge for future bookings and no-show cancellation fees.
The processing fee for charging a card on file from your online dashboard or Square Appointments app is 2.2% per transaction.
Add Card on File
There are three ways to store a card on file:
From your Square Appointments app
From your Customer Directory on your online Square Dashboard
From your Calendar
Note: You must have written authorisation from your customer to save their payment card. Use the provided template form by clicking Download Form and send it to your customer. Store the customer's signed form to their customer profile.
Add Card on File from Square Appointments app
Open the Appointments app and tap on the three horizontal lines.
Tap Customers.
Select an existing customer or tap the three dots > tap Create New Customer to add a new client.
Under Card on File, tap Add card.
Enter the card details, including the expiry date and CVV. Tap Next.
Enter the customer's email address so you can send digital receipts for purchases. Tap Next.
Enter the Billing Code to authorise the card for future purchases. Tap Agree and Save Card.
A Card and Customer Profile Saved confirmation message will appear. Click Done to return to the customer profile.
Add Card on File from Customer Directory
From the Customers tab of your online Square Dashboard, click Directory.
Select an existing customer or click Create Customer to add new details.
Click the three-dotted actions menu > Add Card.
Enter the card details, including the card number, expiry date, and CVV, as well as your customer’s email address.
Click Confirm.
Add Card on File from Calendar
Add a customer’s card on when creating an appointment from your online Square Appointments dashboard.
From the Calendar of your Square Appointments dashboard, click or drag the desired time slot.
Enter your customer’s name or create a customer on the spot. On the right, you’ll see Client Notes, Card on File, and Appointments History.
Click Add Card > enter the card details and click Confirm.
Require Card on File for Online Booking
You can require clients to save a card on file when booking online and to authorize the card for future payments.
To require card on file for booking online:
Log in to your online Square Dashboard and select Appointments > Settings > Payments and Cancellations.
Under Card on File, toggle on Require a Card on File to Book Online.
Once you toggle on Require a card on file to book online, your customers will see an error while booking online if they do not check the box to authorize your business to save their card information.
Customers are only required to have one card on file to book an appointment. The card on file must be a debit or credit card, and can't be a gift card. Customers that already have a card on file saved are not required to add an additional card. You can use this card for prepayment or charging a no-show or cancellation fee if you are booking the appointment for the client.
Use Card On File To Create a Prepaid Appointment
If you’ve set your online booking site to require prepayment, the option to use a customer’s card on file will display when creating an appointment for them from your online Square Appointments dashboard.
From the Calendar of your Square Appointments dashboard, click or drag the desired time slot.
Enter your customer’s name. If their card is saved on file, it will be noted to the right of their name.
Under Payment, toggle Prepay for this Appointment.
Complete entering appointment details > click Save.
Use Card On File For No-Show Protection
If you’ve set up your online booking site to require a credit card for no-show protection, the option to use a customer’s card on file will display when creating an appointment for them from your online Square Appointments dashboard.
From the Calendar of your Square Appointments dashboard, click or drag the desired time slot.
Enter your customer’s name. If their card is saved on file, it will be noted to the right of their name.
Under Payment, toggle No-show Protection.
Complete entering appointment details > click Save.
Learn more about managing your Customer Directory online.
Also, when your customer adds their card information to their Customer Account, you’ll be able to view and charge their card online or directly from the app.
Note: The fee for customer prepayments and no-show protection charges for appointments booked online is 2.2% per transaction.
Charge Card On File with the Appointments app
Before you can charge a customer’s card on file, it must be added to their Customer Profile through either the Customer Directory or from a booked appointment.
Tap on the appointment in your calendar. Note: The sale will be associated with the staff member the appointment was booked with.
Tap Review and Check Out.
Add any additional items or services > select Charge. Appointment information will automatically carry over from the booked appointment.
Scroll down on the payment options screen. You will see your customer’s card on file along with the card type and the last four digits of the card (PAN).
Tap Charge.
Confirm the payment by tapping Charge one more time.
Note: A processing fee of 2.2% per transaction is applied at the time of payment with a linked credit or debit card.
Unlink a Card on File
You can unlink and remove your customers’ cards on file from their profile in your Customer Directory under Edit Personal Information.
Your customers can also remove their own cards by following the link provided to them on all card on file notifications. Customers will receive notifications when their card is stored, when their email address is changed, and when a payment is made using a card on file. The link on these notifications will take them to their Card on File Dashboard, where they can view and remove the cards on file associated with your business.