Request: Conditional Payment & Automated Prepayment Reminder / Cancellation Functionality

Summary
I want to request new functionality in Fluent Booking that distinguishes between first-time and returning clients, allowing returning clients to schedule visits without upfront payment while still ensuring that the booking is prepaid within a configurable timeframe (e.g., 7 days before the visit). If payment is not received by the deadline, the system should automatically cancel the appointment and free the slot in the calendar for others.

The Amelia plugin already has this functionality.

Problem

Currently, Fluent Booking requires the same payment conditions for all clients. In clinical and therapeutic practice, first appointments often require mandatory prepayment to reduce no-shows, while trusted returning clients may be given more flexibility. However, without automated monitoring and reminders, managing prepayments manually is time-consuming and error-prone. Calendar availability also becomes blocked by unpaid appointments.

Proposed Functionality

1. Client Category Logic

   • First-time clients → booking requires immediate prepayment.
   • Returning clients → can book without prepayment, but must complete payment before a set deadline.

2. Automated Reminders

   • Email/SMS reminders automatically sent to returning clients X days before the prepayment deadline.
   • Multiple reminders configurable (e.g., 10 days, 7 days, 3 days, 24 hours).

3. Payment Deadline Enforcement

   • If payment is not received by the configured deadline (e.g., 7 days before visit), the booking is automatically cancelled.
   • Calendar slot is reopened for new bookings.

4. Integration with Payment Gateways

   • Works with Stripe, PayPal, and local Polish gateways (BLIK, Przelewy24, etc.).
   • Payment status updates in Fluent CRM and Fluent Booking are automatic.

5. Audit Trail

   • Status log for each booking (Booked → Pending Payment → Paid → Cancelled).
   • Exportable for accounting or compliance.

Examples from Clinical Practice

1. Psychotherapy Practice

   • New patient: must pay when booking their first consultation.
   • Returning patient: books a session without immediate payment, but must pay at least 7 days before. If not, Fluent Booking cancels the session and frees the slot.

2. Medical Consultations

   • Specialist requires prepayment for initial diagnostic consultation.
   • Follow-up visits can be booked freely, but the system automatically requests payment and cancels if unpaid by the due date.

3. Workshops / Group Therapy Sessions

   • A client books a 4-week group program.
   • The system checks the payment status one week before the start date. If payment is not completed, the slot is released to waiting list participants.

Impact

• Reduces no-shows while maintaining flexibility for trusted, returning clients.
• Automates admin work (reminders, cancellations, calendar management).
• Improves cash flow predictability by enforcing prepayment deadlines.
• Enhances patient experience by differentiating between first-time and repeat visits in a professional way.