Set up deposits and engagement terms in GuideMate

Before an outing, two things often remain unclear with clients: deposit payment and signing the engagement terms. GuideMate automates both steps directly in the registration form — no paperwork, no manual follow-up.

How it works

When a client registers for an activity via a GuideMate form link, they may be asked to:

1. Read and accept your engagement terms (a PDF hosted by you)
2. Pre-authorize a bank card for the deposit

Both steps are optional and configurable per activity.

Engagement terms

Prepare your PDF document

Draft your general terms and conditions or engagement terms (liability, cancellation, required skill level, equipment, etc.) and export them as PDF. Host this PDF somewhere accessible: your website, Google Drive (public share link), Dropbox, etc.

Enable engagement terms in GuideMate

1. GuideMate → Profile → Integrations
2. Engagement terms section → paste the URL of your PDF
3. Save

Once the URL is set, the registration form displays a "Read the terms" button and a mandatory checkbox before submitting.

The date and time of acceptance are automatically recorded in the participant's file.

Deposits via bank pre-authorization

How it works

GuideMate does not charge the deposit at the time of registration: it asks the client to enter their bank card and pre-authorizes the amount. The card is charged manually by the guide from the app, whenever they decide (after the outing, in case of late cancellation, etc.).

This approach protects the client (the card is not charged immediately) and the guide (the card is verified, the amount reserved).

Prerequisite: connect Stripe

Payments go through Stripe Connect. To enable this feature:

1. GuideMate → Profile → Integrations
2. Stripe Connect section → click Connect Stripe
3. Follow the process to create or connect a Stripe account

Stripe verifies your identity (ID document, bank details). This process usually takes a few minutes to a few hours.

Configure the deposit amount

The deposit percentage is configured at two levels:

Default (organization): GuideMate → Profile → Integrations → Default deposit → enter a percentage (e.g. 30%)

Per activity: when editing an activity, you can set a different percentage that overrides the default.

The actual amount in euros is automatically calculated from the activity price and the configured percentage.

Representation mode

During registration, the client chooses whether they are registering for themselves only or as the group representative. This choice affects the deposit amount:

• For myself only: the amount corresponds to the individual share (total price ÷ number of participants, or per-person price)
• Group representative: the amount corresponds to the total group price

What the client sees on the form

1. The client enters their contact details, emergency contact, etc.
2. If terms are enabled, they check the acceptance box
3. For the deposit, they enter their card number — the card is saved and the amount pre-authorized, with no immediate charge

Collect the deposit from the app

On an activity page, on the participant's card:

1. Tap the Deposit button (or the card icon)
2. The action sheet shows the details: amount, card registration date, history
3. Tap Charge to debit the card

The charge is final. In case of error, a Refund button is available (Stripe fees are not refunded).

Stripe fees

Processing fees are deducted from each charge: approximately 1.5% + €0.25 for European cards. These fees are not refunded if you later refund the client.

Transfers (payouts) to your bank account are free via standard SEPA.

Expiring card

If a participant's card is expiring soon (within 15 days of the activity date), an orange warning appears on their card in the app. A Reset card button lets you cancel the old pre-authorization and send a new form link to the participant so they can enter a new card.

Status summary

Status	Meaning
Card registered	The client entered their card, the amount is pre-authorized
Deposit charged	The card has been debited
Refunded	The charge has been refunded
No card	The client has not yet completed this step

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Want to try? GuideMate is free to start — no credit card, no time limit. Data hosted in Europe.