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Video: Managing Stripe Integration With Multiple Practitioner Accounts

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Video Tutorial Transcript

Irina from Zanda 00:06 Hi there, and welcome to this video tutorial, Irina here, and in this video, let us learn how to manage Stripe integration in Zanda. In a situation where you have multiple practitioners, and they can be connected to their own Stripe account through the, uh, joint Zanda account, and how this integration and payments and everything else can be managed.

Required User Permissions

00:31 First, let us go through the, um, a couple of necessary settings that you need to take care of before you allow connecting, uh, practitioner profiles with their stripe accounts. So the first step is to enable a required, uh, user permission. We'll go into the settings menu and here in the team category, let's select users. So what you need to do is to actually open, um, a user profile over practitioner whose, uh, profile will be Connected with their own Stripe account. And here we have this permission that needs to be enabled. Uh, here it is. Connect to your own Stripe account. So let's make it active and save the changes. And this needs to be done for all the user profiles of the practitioners, who will be connecting to their Stripe account. Uh, just quickly jump back here for a second. Please also, um, don't forget to connect the user profile of a practitioner with their default practitioner profile here at the top. Uh, and another thing that needs to be taken care of is to allow your practitioners to access their default practitioner profile. So here on the same menu setting team users, we need to go into the user settings menu. And enable the top switch here, uh, and save the changes. So these are two important configuration settings that need to be taken care of before we start connecting practitioner profiles with the Stripe accounts. So actually we proceed to a practitioner profile. Let me show you the general account setting where you can see what the status of your Stripe integration is. So if you are a practice manager, an account owner or a user with access to the settings menu, this is where you would go. Settings, Payments and Stripe. And here you will see that you are able to connect, um, to the business default Stripe account. So this could be a business account that belongs to your practice. And also here you will see if any of your practitioners have been connected to their individual Stripe accounts and they will be listed here. So all these options are available to you and your user. So to connect, um, your Zanda account to your business default account, you will just click here on this page, connect to Stripe, uh, log in to your, uh, Stripe business account, and this integration will be, uh, processed, so the whole Zanda account will be connected to your business default account, and now let us have a look at how your practitioners will be connected to their individual Stripe account.

Connecting Practitioners to Their Own Stripe Accounts

03:17 We'll connect a practitioner profile to their individual strap account. A practitioner needs to be logged in into their Zanda account and remember, they need to have permissions to access their profile in Zanda and to connect their profile with the individual strap account. We have done this in the beginning of this video. So when the practitioner logs in, they will click here at the top, uh, top right on the business name of their account to open the user profile. Select practitioner profile. When they are in their practitioner profile, they will click online payments on the menu and here they will see this button connect to Stripe. So they will click on this button, uh, enter the Stripe account login details and their practitioner profile will be connected to their individual Stripe account. Wonderful. So we have, uh, connected our practitioner to their own individual stripe account and we had connected, uh, the Zanda account to the business default stripe account.

Processing Payments

04:21 Let me now show you how you can manage this integration when processing payments and saving card details for the clients. So one of the, um, case scenarios is then when you need to process a payment, uh, on the, uh, appointment using the Zanda calendar screen. So here we will open the appointment panel and click payment method in the invoice section. We will select credit card stripe. Uh, and I want you to have a look at one important thing here is the top of, um, these form where you would enter the credit card details. Uh, you have the option to select which Stripe account this payment will be transferred to. By default, this is the practitioner, um, the provider of this service, the practitioner who's linked to this appointment and this practitioner has the individual Stripe account connected. So in this case, Uh, the payment will be by default directed to the practitioner's type account, but you have the option to select business default if you need to direct this payment into the business default account. Uh, and then you will just enter the credit card details of the client and click pay to process the payment. Uh, if the securely stock card details which is enabled, the card details will be saved in the Stripe account, which is selected here at the top. So if the practitioner Stripe account is selected, the credit card details of this client, or bank card details will be saved in the practitioner profile. If you selected the business default, then the card details will be stored in the business default Stripe account. Right, so the core details are in, we have selected the Stripe account to pay this to, and all you need to do is just click pay. Let me now show you the system behavior when you need to process a Stripe payment, um, where the service was provided by a practitioner without linked individual Stripe account. So let's jump to that practitioner's calendar, open an appointment. And here in the invoice section, again, let's click payment method and select credit card stripe. You will see that the default stripe account will be selected as the business default because this practitioner doesn't have their own individual stripe account connected, and you will just need to collect the card details and process the payment. And if the storing credit card details option is enabled, the card details will be saved in your business default. Account. In this part of the video, let us talk about the system behavior, when you have a client portal enabled and your clients are allowed to make bookings and or pay for their invoices. So what we will do, let's go to the settings menu. And in the schedule category, let's select client portal. Make sure that your, uh, online bookings and the show invoices page, uh, options are enabled. And let's scroll here to the online bookings. So request payment when booking, uh, setting. Let's click, uh, and set it up as optional or required. And let's do the same for group class and bookings optional or required and save the changes. On the client's book an appointment or process a payment for an invoice. If the provider of the service, um, for that appointment or for that invoice, have their stripe- individual stripe account linked, the payment will be processed and sent to that practitioner's stripe account. If the appointment practitioner- And they, um, if they appointment practitioner when voice practitioner don't have the individual stripe account, uh, connected, then the payment will be processed and sent to your business default stripe account. The same will happen with card details. If client chooses to securely store card details for future transactions, the details will be saved either in the practitioner's stripe account if it is connected or in your business.

Collecting and Storing Card Details

08:54 And now back on our calendar and what I wanted to show you is the system behavior when you are manually adding credit card details to your client profile. So let's go to that client profile and you can save the details manually through the billing setup page. Here I go to the save saved card details and click add card. So when you click add card, you will have the option where to save those card details either in the business default or in a specific, uh, practitioner profile. So once you've entered the details, click, uh, edit card. Uh, and the card details for this, for this client will be saved in this selected Profile in the selected stripe account.  So either practitioner or the business default. In the last section of this tutorial, let me show you how you can use automated online forms to collect credit card details of your clients and store them securely, either in the business default account or in the practitioner individual stripe account. So for that, you would set up, uh, sorry, let's go to the tools menu and select form designer. Uh, and here we will need to add a special linked field to the online form, which we will be using for collecting those details. So, for example, let's use the new client intake form. And all we need to do is just add a new field. Quickly scroll down here. Okay, so click add field and we need to select the linked profile field option. Uh, and here we will select the credit card stripe, um, field, and save the changes. Okay, and now we can embed this template, this online form into our communication templates. And for example, we can create a welcome email and embed their our online forms. So what you'll do, just click available merge fields, select links to online forms, and just copy The, um, merge field code for the online form that has the, uh, credit card details field added. So you'll just add it to your template and save the changes. And now you will be able to use this email template to set up, for example, the new client automation or the, um, Client port on notification to new clients when they register themselves and also to manually send this online form to the client through the client, um, communication options through the client profile. And in this case, when clients submit the form, fill out the details, provide their credit card details, the details will be saved either in the client's primary practitioner profile. If that practitioner has their, um, individual stripe account connected. If they don't have an individual stripe account, then the client, uh, car details will be saved in your business default stripe account. So that's all for now. I hope this has been useful to you. Please take a look at our knowledge-based articles, uh, where all this information is also laid out in full detail with screenshots. And I will see you another time.