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Creating and Sending Authorization Links

Creating and Sending Authorization Links

An authorization link allows your customer to submit a credit card to be authorized for payment without being charged. This might mean authorizing for a specific amount to be processed later or simply validating a card to store on file. If authorizing for a specific amount, that amount will remain on hold for 7 days until you process the payment.

Note: If you have enabled surcharges, your customer will receive notice of that surcharge prior to clicking the final submission from this Authorization link. For more information, see Enabling Payment Surcharges.
  1. Pull up a record in either Event Manager, Quick Order Manager or Guestrooms Manager.
  2. Click the Link button  in the tool bar along the right side of the manager screen and choose New Authorize Link. Result: The Authorize Credit Card Link window appears. Note: If the Link button is not available in the tool bar, see Customizing the Tools Menu and Tools Bar.
  1. Confirm recipient information (defaults to main contact for the event/order/booking) in the Authorize Credit Card Link window or click the Select Contact button  at the top right of the window to choose a different contact. Note: You can also add a custom contact for this one link by unchecking the Use Existing Contact option and typing new information. This new contact will not be added to the program and will be for this one payment only.
  2. Confirm the amount to be authorized, or enter/choose a different amount. Note: Authorize links default to “No Money”, meaning the customer will simply be placing a card on file for the event, order or group booking.
  3. Confirm or edit the link due date and link expiration date. Note: The expiration date of a link can be edited after that link has been sent.
  4. Confirm the Reply To email address for this link or select a different one. Note: This field defaults to the address you have established in your HPay Setup; other options here include the email address of the sales rep for this party or order or the administrator of this Caterease program.
  5. At the bottom of the window, optionally change the following default choices:
    • Allow Tips With this box checked, your customers will be able to add tips to authorized cards for events or quick orders. Note: Guestroom links do not allow for tips.
    • Send Automatic Email Check this box to have the program automatically send the authorize link email as soon as you click OK below. With this box unchecked, a link will be created which you would then send through a custom Caterease email template. (See Creating E-mail Templates for more information.)
    • Customize Authorize Link Invoice Click this button to edit the contents of the payment link invoice email for this one link. Note: Payment link invoice emails default to the contents you established in setting up the HPay interface. For more information, see Setting Up HPay Payment Processing.
  6. Click OK at the bottom of the window to send the authorize link email to the recipient email address indicated in Step 3, above. Note: If you have unchecked the Send Automatic Email option (above), the window will close and a link will be created – but no email will be automatically sent by the program.
Tip: Authorized funds are held for 7 days and then released. Within those 7 days, you can process the payment for any authorized cards individually or in batch.
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