Distinguish the payment mechanisms
Dojo’s Bookings page advertises deposits. Ask the provider to demonstrate your selected configuration: when a payment is taken, what the guest sees and how a cancellation is handled.
- Deposit: money collected before the visit. Decide how it is credited to the final bill and what your agreed refund conditions are.
- Card details held for a later charge: not the same as receiving a deposit. A later attempt can fail or be disputed.
- Pre-authorisation: a temporary authorisation rather than a completed payment. Ask about validity and capture conditions if this is the proposed mechanism.
These are general distinctions, not a claim that every option is available in every Dojo package. Never collect full card details in a spreadsheet, ordinary email or booking note.
Write the policy before configuring the system
Set out the amount per person or booking, which services it applies to, cancellation deadline, amendment rules and how refunds are requested. Make it visible before the guest commits, and ensure the confirmation says the same thing.
- Explain how reductions in party size, late arrivals and exceptional circumstances are handled.
- Give guests a usable way to cancel or contact the venue.
- Decide who may waive a charge and record the reason consistently.
- Check the proposed policy and charging process with the provider; obtain qualified advice if contractual fairness is uncertain.
A checkbox does not, by itself, establish that any cancellation charge is enforceable. This guide is operational planning, not legal advice.
Keep the money and booking records aligned
- Before service
Identify bookings with collected deposits, pending payments and exceptions. Avoid treating a saved card as money already received.
- At the table
Show staff how to apply the deposit to the bill once. Check split bills, reduced party sizes and partial refunds.
- After service
Match payments, refunds and any authorised no-show charges to the booking ledger. Investigate differences rather than assuming the systems reconcile themselves.
Use reminders without overstating protection
Give guests a clear reminder and cancellation route if your package supports them. Keep essential booking communications separate from optional promotional marketing: having a reservation email address is not blanket marketing permission. The ICO’s marketing guidance is a useful starting point.
Neither deposits nor reminders eliminate no-shows. Track your own cancellation and attendance patterns before changing policy, without claiming an improvement you have not measured. See the setup checklist and the pricing questions for related decisions.
Sources and method
Author: Time Consulting editorial team. Checked: .
We checked the public primary sources below and separated published product information from our practical planning suggestions. This is desk research, not a hands-on product test or a whole-market recommendation. Features, eligibility and terms can change; confirm your own written offer before committing.
- Dojo Bookings — Published booking, queue and guest-management features.
- ICO: planning direct marketing — Planning lawful, fair marketing and respecting people's choices.
- Dojo Help Centre — Device-specific instructions and the provider's support routes.
We may receive an introducer fee. Provider approval, pricing and contractual decisions remain with the relevant provider. Ask about a source, correction or our commercial relationship.