Payments and the Mollie connection

Only the owner can connect, with the authenticator app set up. A manager sees the status, but not the connect button. Without a connection members cannot buy anything.

What you need:

• A Mollie account with an approved payment profile.
• In the Mollie dashboard, the payment methods you want to offer switched on (Settings → Payment methods). Bookasport offers members iDEAL, credit card and Apple Pay, insofar as those are active on your profile. If you want to sell memberships, also set SEPA Direct Debit to active.

How to connect:

1. Sign in as owner on studio.bookasport.nl and go to Mollie-koppeling (Mollie connection; on a phone: Meer → Mollie-koppeling). The screen is called Betalingen (payments) and shows the label Niet gekoppeld (not connected).
2. Click Koppel met Mollie (connect with Mollie).
3. You land on Mollie's site. Log in with the Mollie account of the studio and give Bookasport permission. Bookasport asks for rights to create and read payments, and to manage customers and mandates for memberships. Refunding is deliberately not requested; you always do that yourself in Mollie.
4. You return to the back office with the label Gekoppeld (connected) and the text Gekoppeld met <your organisation's name at Mollie> sinds <date>.

A connection attempt is valid for ten minutes. If it takes longer, you see De koppelpoging is verlopen of ongeldig. Probeer opnieuw. (the attempt has expired or is invalid, try again). If you click decline at Mollie, it reads Koppelen met Mollie is geannuleerd of geweigerd. (connecting was cancelled or declined).

Good to know:

• Bookasport uses the first payment profile of your Mollie account. If you have several profiles, you cannot choose.
• Access is renewed automatically; you never need to reconnect as long as you do not revoke the permission at Mollie.
• There is no test mode for studios. To test payment, buy a cheap product yourself and refund the amount in Mollie.
• Disconnecting is not possible in Bookasport. To stop, revoke the permission at Mollie; Bookasport notices that by itself.
• With Opnieuw koppelen (reconnect) you can switch to another Mollie account. Note: running memberships have a mandate at the old account and can no longer be charged afterwards. Discuss this with Bookasport first.

When the connection no longer works

If the permission at Mollie has been revoked or has expired, the screen shows a red box: De koppeling met Mollie werkt niet meer: … (the connection with Mollie no longer works) with the button Opnieuw koppelen. You see the same label under Meer. For members the shop is then closed: they see This studio cannot accept payments yet. and no buy buttons. Memberships are not charged meanwhile.

A temporary outage at Mollie does not mark the connection as broken; everything then simply works again a little later.

Recovery: the owner clicks Opnieuw koppelen and goes through the same steps. After that the shop is open again immediately, and Bookasport picks up hanging payments within five minutes.

Choose Betalingen in the menu. You see all payments of the studio, newest at the top: one-off purchases and membership charges. The owner, a manager and the front desk can see this screen; instructors cannot.

Per payment you see:

• Lid (member): name and e-mail address.
• Product: the product name as it was at the moment of purchase. For a membership the period is added, for example "1 okt – 31 okt", and for a repeated direct debit attempt "· poging 2" (attempt 2).
• Bedrag (amount), with the VAT below it.
• Wanneer (when): the moment of payment, or for an unpaid row the moment of creation.
• Status, see below.
• Mollie-id: the number with which you find the payment in your Mollie dashboard (starts with tr_). If it reads "—", the payment never reached Mollie.

Status	Meaning
Open	Created; Mollie has not reported an outcome yet. Normal right after a purchase. Should get another status within a quarter of an hour.
Betaald (paid)	Mollie has confirmed the payment. The pass or membership period has been created and the member has received a confirmation e-mail.
Mislukt (failed)	The bank or card declined. The reason is below it, for example "saldo ontoereikend (AM04)" (insufficient funds). Also: a payment that never reached Mollie and was closed after an hour.
Verlopen (expired)	The member did not complete Mollie's payment page in time. Nothing was charged.
Geannuleerd (cancelled)	The member aborted the payment at Mollie or their bank. Nothing was charged.
Teruggeboekt (charged back)	A paid payment was reclaimed by the member at their bank. Bookasport suspends the pass of that payment; for the current period of a membership, the membership is suspended. You get an e-mail about this on the notification address.

The overview is read-only. There are no filters, no search field and no export.

You refund in your own Mollie dashboard, not in Bookasport. Find the payment through the Mollie-id from the overview. Bookasport does not see a refund; the status stays Betaald and the pass stays usable. To refund a half-used pass, refund the amount in Mollie and suspend the pass through the member page (see Members).

Normally Mollie reports a successful payment within seconds, and Bookasport sets the payment to Betaald, creates the pass and sends the confirmation e-mail in one go. If that report does not come through, Bookasport checks every five minutes all payments that have been open for more than ten minutes and fetches the status from Mollie itself. So a member waits at most a quarter of an hour.

If a member calls saying they have paid but see nothing yet:

1. Ask the member to wait a quarter of an hour and refresh the account page. Meanwhile the completion page says We are checking your payment.
2. Look in Betalingen. If the payment is Betaald, the pass is with the member.
3. If it is still Open after a quarter of an hour, find the payment in your Mollie dashboard via the Mollie-id. If it is paid there, check under Mollie-koppeling whether the connection still works. If not: Opnieuw koppelen, after which Bookasport processes the payment within five minutes.
4. If it keeps hanging, contact Bookasport.

Do not issue a class pass yourself in the meantime. As soon as the payment is processed after all, Bookasport creates the pass itself and the member has two.

The studio automatically gets an e-mail on the E-mailadres voor meldingen (notification address) when a membership is suspended or ended for non-payment, and on every chargeback. Without a notification address those e-mails do not go. You set it on the same screen as the Mollie connection; see Settings. An overview of all e-mails is in the appendix E-mails.