# Check Cherry Help Center

> Booking and client management software built for DJs, photographers, and event professionals.

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## How do I see how much sales tax I have collected?

*Category: Reporting*

If you collect sales tax, you need to know how much you've collected and for which regions. The Sales Tax report gives you an itemized breakdown by tax zone and date range.

1. Go to Sales Tax Report.
2. Select the Sales Tax report.
3. Click Customize to set your date range and other criteria.
4. Click Run Report to generate the breakdown.

After you run the report, you can download it as a CSV file to import into a spreadsheet for your tax filing.

> For setting up sales tax collection, see sales tax setup.

---

## 5 Tips for Capturing Last-Minute Bookings

*Category: Best practices*

Last-minute bookings can be great for filling gaps in your schedule. Here are five ways to make it easy for clients to book you on short notice.

### 1. Offer More Than One Package

Having multiple packages at different price points gives last-minute clients options. Someone who cannot afford your premium package might book your basic one. A booking at a lower rate is better than an empty date.

To let clients choose more than one package on a single booking, enable that option in the Booking Engine settings.

→ Go to Booking Engine Settings

### 2. Enable Online Booking

Clients booking last-minute do not want to wait for a proposal. Let them book and pay immediately through your online booking page. The fewer steps, the better.

> Packages are set to online booking by default, so you may already be good to go. You can confirm or change this in each package's settings under Packages. Just go to the Advanced tab of the package - you'll find the booking methods there.

### 3. Show Your Availability

Add an availability calendar widget to your website so clients can instantly see which dates are open. Embed it with Website Integration.

### 4. Use Flex Pricing for Last-Minute Discounts

Create a discount rule that automatically applies when the event date is within a few days. This rewards last-minute bookers and fills your calendar. Set it up in Flex Pricing.

### 5. Respond Fast

If a last-minute inquiry comes in as a lead, follow up immediately. Enable push notifications on the Check Cherry app for iOS and Android so you see new leads the moment they arrive.

> Online booking captures leads automatically. Even if someone does not finish booking, their info is saved as a lead for you to follow up on. You can set up automated messages to trigger when a new lead is created.

---

## How do I use checklists to track equipment?

*Category: Bookings*

Checklists help you track equipment, setup tasks, and to-do items for each event. Create templates and assign them to packages so the right checklist is automatically attached to every booking.

### Creating a Checklist Template

1. Go to Checklist Templates.
2. Click New Checklist.
3. Add items to the checklist.
4. In the settings, set the visibility (who can see this checklist).
5. Click Edit next to each line item to assign the checklist item to specific packages, staff and/or assign due dates.

### Checklist Settings

- Name: Title of the checklist.
- Packages: Which packages this checklist applies to.
- Visibility: Whether staff and/or clients can see and edit the checklist.
- Auto-assign: Automatically attach this checklist to new bookings for the assigned packages.

### Using Checklists on Bookings

Once assigned, checklists appear on the booking page. Staff can check off items as they are completed. This is useful for load-in/load-out equipment tracking.

→ Open Checklist Templates

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## How do I take a payment in the app?

*Category: Mobile app*

At the event and the client wants to pay the remaining balance? Collect a credit card payment right from the Check Cherry app for iOS and Android.

### Taking a Payment

1. Open the booking (use search or find it in your bookings list).
2. Tap the Outstanding Balance and select Collect Customer Payment.
3. Enter the payment amount and tap Continue.
4. Enter the card details manually or tap Scan Card to use the camera.
5. Tap Continue to process the payment.

> The scan card feature uses your phone's camera to automatically fill in the card details, making it faster for both you and your client.

---

## How do I configure add-on pricing and settings?

*Category: Packages*

Add-ons are optional items clients can include with their booking — extra hours, premium backdrops, photo prints, props, or any upsell. How you price and display them affects what clients choose and how much they spend.

### Pricing Strategies

Each add-on can use one of three pricing approaches:

- Fixed price — A single price regardless of quantity. Good for one-time items like a setup fee or specific piece of equipment.
- Per-unit price — Price multiplied by quantity. Good for items clients might want multiples of, like extra hours or additional prints.
- Multiply by package hours/days - Great for things like additional staff, where you want to bill for the number of hours of the booking.

> Per-unit pricing with a default quantity of 1 is the most common setup. Clients can adjust the quantity up or down during booking.

### Display Settings

- Image — Add a photo so clients can see what they're getting. Add-ons with images get chosen more often. You can also add additional images that can be seen during online booking.
- Description — Explain what's included. Keep it short — one or two sentences.
- Categories — Group related add-ons into categories (e.g. "Backdrops," "Extras," "Equipment") so the booking page stays organized.
- Inventory limit — Set a maximum quantity if you have limited stock of a physical item.

### Availability

By default, add-ons are available with all packages. You can restrict an add-on to specific packages if it only makes sense for certain services.

### Configuring Add-on Settings

1. Go to Add-ons.
2. Select the add-on you want to configure.
3. Click Settings to access pricing and display options.
4. Choose your pricing strategy and set the price.
5. Add a description and image if desired.
6. Configure availability restrictions if needed.
7. Click Save.

> Changes to add-on settings apply to future bookings. Existing bookings keep the pricing and settings that were in place when they were created.

→ Go to Add-ons

---

## How do I add extra questions to lead forms?

*Category: Leads*

Your standard lead form collects name, email, and event date. But what if you also need the event type, venue name, or how they heard about you? Extra questions let you collect that upfront without a follow-up email.

→ Go to Extra Questions

### Why Use Extra Questions?

Extra questions help you qualify leads faster and gather details you need for accurate quotes. Instead of emailing back and forth to ask "What type of event?" or "How many guests?", you get those answers immediately.

> Only ask what you actually need. Every extra field reduces the number of people who finish the form.

### How to Add Extra Questions

1. Go to Extra Questions.
2. Add or enable the questions you want.
3. Set each question to Only for lead forms or Both booking and lead forms.
4. Save your changes.

### Lead Forms vs Booking Forms

You can choose where each question appears:

- Only for lead forms — appears on contact forms but not during online booking checkout
- Both booking and lead forms — appears everywhere clients can submit information

Most businesses use "Only for lead forms" since online booking already captures package details, while lead forms need more context about what the client wants.

---

## How do I add a gallery to my proposal?

*Category: Proposals*

A prospect is on the fence between you and a competitor. They've read your pricing and availability, but they want to see if your style matches what they're imagining. A gallery lets them make that decision before they even request a proposal — photos of your past events are more persuasive than any description.

1. Go to Proposal Presets.
2. Find the Gallery section.
3. Click Add Image to upload new photos or select from your media library.
4. Arrange images by dragging them into your preferred order.
5. Click Save.

### Gallery Best Practices

- Use photos from real events, not stock images — clients can tell the difference
- Include 8-12 photos that show variety in your work
- Lead with your strongest image — it's what clients see first
- Show different angles, setups, and lighting conditions
- Include photos of happy clients enjoying themselves

> The gallery appears on all new proposals automatically. You can also add event-specific images when editing individual proposals.

→ Go to Proposal Presets

---

## Automated Messages - Overview

*Category: Messaging*

Automated messages are emails (or SMS texts with Twilio) that Check Cherry sends on your behalf when certain conditions are met. Set them up once, and they fire automatically — saving you hours every week.

### Why Automate Your Messages?

Consistent follow-up is what turns inquiries into bookings. Automated messages make sure every client gets the right message at the right time, whether you're free or in the middle of an event.

> Once your automations are running, the time you used to spend on repetitive emails — confirmations, reminders, follow-ups — is handled for you. That's time back in your week.

### What Can Automated Messages Do?

- Smart triggers — Send when specific conditions are met (event confirmed, payment received, lead submitted). Set multiple conditions that must ALL apply.
- Flexible timing — Send before or after key dates: event date, payment due date, or any custom timeframe.
- Rich content — Include formatted text, images, attachments, and dynamic fields that auto-insert client names, dates, payment links, and more.
- Email or SMS — Send via email by default, or via SMS text if you have a Twilio account connected.

### Setting Up an Automation

1. Go to Manage → Automated Messages.
2. Click New Automation.
3. Choose a trigger type — Event, Lead, Appointment, or Payment.
4. Browse templates or build from scratch.
5. Set the timing (e.g. "14 days before event" or "immediately after booking").
6. Write your message using merge fields to personalize it.
7. Click Save & Activate.

### Recommended Message Sequence

Here's a proven sequence that most successful event professionals use:

- Instant lead response — Send immediately when a lead comes in. Acknowledge their inquiry and let them know you'll follow up.
- Booking confirmation — Send immediately when an event is confirmed. Include what to expect next.
- Planning questionnaire — Send 3-4 weeks before the event. Collect song requests, timelines, special requirements.
- Payment reminder — Send 2 weeks before if there's an outstanding balance.
- Day-of details — Send 3 days before with arrival time, load-in info, parking.
- Thank you + review request — Send 1-2 days after the event while the experience is fresh.

> Space your automations so clients don't feel overwhelmed. One email per week leading up to the event is plenty. You can always add more later — start with the essentials and build from there.

### Review Before Sending

If you'd rather review messages before they go out, enable the Review Queue. Automated messages will appear under Sales → Messages for you to edit, approve, or delete before they reach the client.

> The review queue is especially useful when you're first setting up automations. Turn it on, let a few messages queue up, review them to make sure they look right, then turn it off once you're confident.

### Watch: Automated Messages

→ Manage Automated Messages

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## How do I include add-ons with a package by default?

*Category: Packages*

Auto-attached add-ons are items that come included with a package by default. Instead of the client choosing them manually, they're already part of the package when it's booked. This is useful for things that should always be included — like a standard backdrop with a photo booth package, or a setup fee that applies to every booking.

### When to Use Auto-Attached Add-Ons

Use this when something is always part of a package but you want it to show as a separate line item on the invoice. For example:

- A setup/delivery fee that applies to every booking
- A standard backdrop or equipment item included in the base price
- A required insurance or service fee

> If the item should be invisible to the client and just baked into the package price, you don't need an auto-attached add-on — just include the cost in the package price. Auto-attach is for when you want it visible as a line item.

### How to Set It Up

1. Go to Packages and select the package you want to edit.
2. Open the Add-ons tab.
3. In the auto-attach section, start typing the add-on name (or press Space to see all available add-ons).
4. Select the add-on and set the default quantity.
5. Click Save.

> Clients can still remove auto-attached add-ons during booking unless you've disabled that option. To prevent removal, see the add-on's settings.

→ Manage Packages

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## Can I save and schedule reports?

*Category: Reporting*

If you run the same report every week or email numbers to your bookkeeper at the end of each month, saved reports save you the hassle of re-configuring filters every time. Set it up once, give it a name, and optionally schedule it to send automatically on whatever cadence you need.

### Saving and scheduling a report

Most reports in Check Cherry support saved settings and scheduled delivery. Once you have your filters dialed in, save them so you can come back to the same view instantly — or have it emailed to you (or your bookkeeper) on a recurring schedule.

1. Open any report and configure the filters — including the date range — the way you want them.
2. Click the "Save as New Report" button
3. Give the report a name and an optional description so you can find it later.
4. To schedule automatic delivery, choose a frequency: daily, weekly, or monthly.
5. Enter the email address or addresses to receive the report. Separate multiple addresses with commas.
6. If your account has multiple brands, you can select which brand to send from — this controls the logo and sender email address.
7. Save your settings.

### Viewing saved reports

### Date filter options

When you schedule a report with a relative date filter like Last Month, the date range updates automatically each time the report runs. This makes relative filters much more useful than fixed custom dates for recurring scheduled reports.

| Option | What it means |
| --- | --- |
| Custom | Enter your own start and/or end date. Leave one blank for an open-ended range. |
| This Week | The current calendar week, Monday through Sunday. |
| Last Week | The previous full calendar week. |
| Last 2 Weeks | The two previous full calendar weeks (does not include this week). |
| Next Week | The upcoming full calendar week. |
| This Month | The 1st through the last day of the current month. |
| Last Month | The 1st through the last day of the previous month. |
| Next Month | The 1st through the last day of the upcoming month. |
| This Quarter | The current 3-month quarter (Jan–Mar, Apr–Jun, Jul–Sep, or Oct–Dec). |
| Last Quarter | The previous full quarter. |
| Next Quarter | The upcoming full quarter. |
| This Year | January 1 through December 31 of the current year. |
| Last Year | All of the previous calendar year. |
| Next Year | All of the upcoming calendar year. |
| Any Past | Everything up through today. |
| Any Future | Everything from today onward. |

> The Next options (Next Week, Next Month, etc.) only appear on reports where future dates are meaningful — for example, filtering by event date. Reports that cover things that have already happened, like payments received, will only show past-facing options.

→ Open Reports

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## How can I let staff choose which events they want to work?

*Category: Staff*

If you work with a team, you probably don't assign every event yourself. Staff requests let you post open events so your team can volunteer for the ones they want to work — then you choose who gets it. It keeps scheduling collaborative without losing control.

### How it works

When you mark a service as open for requests, your staff members are notified and can request to work it. You review who's interested and confirm the assignment.

This works well for businesses that have a roster of available staff and want to fill events based on who's free and interested, rather than manually chasing people down.

### Opening a booking for staff requests

You can open any service for staff requests directly from the Service settings page.

1. Click the menu button on the Service you want to edit settings for.
2. Find the Staff Settings section.
3. Select the option Allow staff to request bookings.

> Only staff members with an active Check Cherry account and the appropriate permissions can respond to requests. Make sure your team has been invited and set up under User Accounts.

### Reviewing and confirming staff

Once staff have responded, you'll see who's available and interested. From there, you decide who works the event.

1. Click Sales and if there are any bookings that staff have requested to work, there will be a notification called Staff Booking Requests.
2. Review the responses.
3. Click Approve next to the staff member you want to assign.
4. The confirmed staff member will receive a notification with the event details.

> You can only confirm one staff member for the same event — if you need to assign more, you can do so on the Overview page of the booking

### What staff see

When a staff request is sent, the staff member receives a notification (email or in-app, depending on their settings). They'll see the event date, time, and location — enough to know whether they're available — and can accept or decline. They don't see pricing, client details, or other bookings.

> Staff permissions control what information a team member can view on a booking. If you want staff to see more or less detail, review their role settings under User Accounts.

→ Go to User Accounts

---

## How do I prevent a client from changing a finalized questionnaire?

*Category: Questionnaires*

The event is in three days and you do not want the client changing their song list or timeline at the last minute. Set a deadline for questionnaire changes so clients can only edit their responses up to a certain point before their event.

### Setting the Deadline

1. Go to Business Settings.
2. Click Availability, then Change Policy.
3. Scroll to the Confirmed Bookings section at the bottom.
4. Select your time frame — for example, selecting 7 days means clients can edit questionnaires up to 7 days before their event, then it locks.
5. Save your changes.

> This setting applies to all questionnaires on confirmed bookings. You cannot set different deadlines per questionnaire type.

---

## How do I configure the booking engine?

*Category: Online booking*

Online booking lets clients browse your packages, choose options, and complete their purchase without waiting for a custom quote. It's like having a shopping cart for your services that works 24/7.

Most businesses use online booking for their standard packages while still offering custom proposals for unique requests. This lets you capture bookings faster while reducing back-and-forth emails.

### General Settings

These settings control how your booking pages look and behave. You can create multiple booking presets and assign them to different packages — useful if you want different looks for different brands or seasonal campaigns.

1. Click the menu button next to the preset you want to edit.
2. Select Edit to open the preset settings.
3. Click on each tab to customize that step of the booking engine.
4. Configure the key settings below based on your needs.

#### User Info - Header and Subheader

The header appears at the top of your booking page. The default is 'Check Availability. Get a Quote. Secure Your Date.' You can customize this text or leave it blank to hide the header completely.

### Themes and Customization

Each page of the booking engine can be customized by changing the background, font color, header text, and subheader text. These design settings are saved as reusable themes, so you can create different looks for different brands or seasons.

#### Assigning Presets to Packages

Once you've created multiple presets, you can assign specific presets to different packages. This lets you tailor the booking experience — perhaps a sleek dark theme for wedding packages and a bright, colorful theme for birthday party packages.

---

## How does the referral program work?

*Category: Best practices*

Know another event professional who could use Check Cherry? The referral program lets you both save money — they get a discount on their subscription and you get a credit on yours.

### How to share your referral link

1. Go to Referral Program.
2. Copy your unique referral link or click Send Email to invite someone directly from your account.

The referrals page shows your link and gives you options for sharing it. You can copy and paste the link anywhere, or use the email feature to send an invitation directly.

### How the discounts work

When someone signs up using your referral link and becomes a paying customer, you both get a credit applied to your accounts. The exact discount amount depends on current promotions.

> Your referral link works for anyone — colleagues, friends in the industry, or businesses you meet at networking events. There's no limit to how many people you can refer.

---

## How does Check Cherry calculate travel distance?

*Category: Getting started*

Every now and then a client will say something like: 'Google Maps says I'm 25 miles away, but your booking page told me I'm outside your service area.' The numbers don't actually disagree — they're just measured a little differently. Here's what's happening behind the scenes and what you can do about borderline addresses.

### How distance is measured

When a client enters a venue address during online booking, Check Cherry asks the Google Maps Directions API for the driving distance from your travel zone's origin to the venue. This is the actual road route a car would take, not a straight line on a map.

The result comes back in meters, and Check Cherry converts it to whole miles or kilometers (whichever you've set on the zone) and rounds to the nearest unit. So a 24.6 mile route shows up as 25, and a 24.4 mile route shows up as 24.

#### Fastest route, not shortest route

When multiple routes exist between two addresses, Check Cherry uses the one Google Maps marks as the fastest route — the same default Google shows at the top when you open directions. That isn't always the shortest route by distance.

For example, Google might offer a 76-mile route on back roads and an 88-mile route via the interstate. The interstate route is faster, so Google defaults to it — and that's the distance Check Cherry uses. If a client is looking at the 76-mile route and your zone limit is 80 miles, they'll be surprised when the booking page puts them outside your area.

> To see exactly what Check Cherry sees, open Google Maps, enter your zone's origin as the starting point and the venue as the destination, and look at the route labeled Fastest route. That's the distance Check Cherry is working with — not the shortest alternative.

> Distance lookups are cached, so the same origin and destination won't be re-checked every time. If you update the venue address, a fresh lookup runs.

### Where the distance is measured from

Each travel zone has an origin, and that's the starting point for distance. You'll find it in the zone's settings as one of two options:

- Your business address: the address on your primary brand. This is the most common choice.
- Custom address: a separate address you set on the zone itself. Useful if you actually leave from a storage unit, a partner location, or a satellite office that's different from your business address.

If a client's estimate of the distance is based on a different starting point than your zone origin, the numbers won't match. Always check what address your zone is using as its origin.

### Why the number sometimes feels off at the boundary

When an address sits right at the edge of a zone, small differences in how distance is measured can push it just outside. A few common reasons:

- Fastest vs. shortest route: Check Cherry uses the fastest route, not the shortest. The fastest route can be several miles longer than the most direct option.
- Driving route vs. straight line: people eyeballing a map often think in point-to-point distance. The driving route follows real roads, so it's usually a little longer.
- Rounding: a 25.6 mi/km route rounds to 26, which falls outside a 25 mi/km zone even though it feels like 25.
- Different origin: if your zone origin isn't where the client thinks your business is, the distance from their perspective will be different.
- Different routing: Google may pick a different route at the time Check Cherry checks than the one a client sees on their phone later, especially if there are road updates or new construction.

### What you can do about borderline addresses

If you're seeing a few clients a month getting bounced from addresses you'd be willing to serve, you have a few options. None of these are right or wrong — it's a question of how you want to handle the edges of your service area.

#### Add a small buffer to your zone

If a 25 mi/km zone is consistently rejecting addresses you would have taken, extend it to 26 or 27. A small buffer absorbs rounding and route differences without meaningfully changing your service area.

#### Add an outer zone with a travel fee

Instead of a hard cutoff, add a second zone past your free range with a travel fee attached. Borderline addresses still book themselves online, and you're compensated for the extra drive time. Most businesses set this up as a free range plus a per-mile or per-kilometer rate beyond it.

#### Allow bookings outside your travel zones

You can let clients outside your zones submit a request anyway, with a custom message explaining you'll review it and follow up. The request lands in your inbox as a lead instead of getting bounced. This is a good middle ground if you're willing to consider far-away bookings on a case-by-case basis but don't want to commit to them upfront.

On the Travel Zones page, look for the 'Do you accept bookings outside of your travel zones?' setting. Set it to yes and write a short message that lets the client know what to expect next.

#### Verify the route in Google Maps

When a specific client says the math doesn't add up, run the route yourself. Open Google Maps, plug in your zone's origin address as the starting point and the venue as the destination, and check the driving distance on the Fastest route. That's the same number Check Cherry is working with — not the shortest alternative Google may also be showing.

### Setting up the actual fees

If you're still working out the rates and structure of your travel zones, the travel fees setup guide walks through how much most businesses charge, the difference between distance-based and flat rate fees, and how to build out the zones.

---

## How do I customize booking engine themes?

*Category: Online booking*

Your booking page is often the first impression potential clients have of your business. A generic-looking form can make you seem unprofessional, while a branded experience builds trust and reinforces your identity throughout the entire booking process.

Themes let you customize colors, backgrounds, and messaging on each step of your online booking flow to match your brand perfectly.

### How to Create a Custom Theme

1. Go to Presets and click Themes.
2. Click New Booking Preset.
3. Give your theme a name in the General tab.
4. Choose a preview image and event selector image.
5. Use the step tabs to customize each part of the booking flow.

### Customizing Each Step

Each step in your booking flow has its own tab where you can control the appearance and messaging. For every step, you can customize:

- Text colors
- Background colors or upload background images
- Gradient effects
- Custom header and description text

#### Available Steps to Customize

You can customize the look and messaging for these booking steps:

- User Information — where clients enter their contact details
- Calendar — where clients select their event date
- Add-ons — where clients choose additional services
- Staff Selector — where clients pick their preferred team member
- Backdrop — where photo booth clients choose their backdrop design
- Address — where clients enter their event location
- Extra Questions — where clients answer your custom planning questions
- Deposit — where clients review pricing and complete payment

> Not all steps appear in every booking flow. If you don't use add-ons or staff selection, those steps won't show up for clients, but you can still customize them in case you add those features later.

### What Most Businesses Do

Most businesses create one theme that matches their website colors and branding, then apply it to all their services. This creates a consistent experience whether someone is booking photography, DJ services, or photo booth rental.

You can also create different themes for different services if you want a distinct look for each one — for example, elegant colors for wedding photography and fun, bright colors for photo booth rentals.

> Use high-quality background images that represent your work. A beautiful wedding photo or event setup as your booking page background reinforces the quality clients can expect from your services.

---

## Email Deliverability FAQ [UPDATED]

*Category: Getting started*

### Quick Summary

- If proposals to corporate, school, or government clients are going to spam or the Promotions folder, you're not alone. Their email filters are aggressive and there's no easy fix on our end, but there are workarounds below that can help.
- If you're having general deliverability issues with leads and clients, it's likely related to your sending patterns or message content. Reducing automated follow-ups and simplifying your emails usually makes a difference.
- Check Cherry's sending infrastructure is in good standing. Our spam complaint rate averages well below 0.1%, our IP and domain reputation are consistently rated high by Google Postmaster Tools, and our authentication (SPF, DKIM, DMARC) runs at 100% success.

### First: Check your delivery status in Check Cherry

Before troubleshooting, check the message status in Check Cherry. We show you whether a message was delivered, bounced, or opened.

- If it shows 'delivered' — the email got to their mail server. It's being filtered on their end into spam, Promotions, or another folder. That's a different problem than 'not delivered' and the tips below will help.
- If it shows 'bounced' — their mail server rejected the message. This is usually an invalid email address or a full mailbox.
- If open tracking shows they opened it — they received it. They may have just missed it or forgotten to respond.

> This is the fastest way to narrow down what's actually happening. Start here before assuming the email was never sent.

### If a proposal went to spam or the Promotions folder for a corporate, school, or government client

This is by far the most common deliverability complaint we hear, and it deserves its own section.

Here's what's happening: You've been emailing a corporate buyer from your personal email. You agree on the details, head over to Check Cherry, create the proposal, and hit send. The buyer's email system has never seen checkcherry-mail.com before, and the very first email from this unknown domain is asking them to sign a contract and make a payment. To a corporate spam filter, that looks suspicious.

Corporate, school, and government organizations often hire dedicated security services to filter their email. These services tend to have aggressive settings, and when employees complain about spam, the easiest thing for an IT department to do is tighten the filters further. That affects all incoming email, including your legitimate proposal.

### What you can do

- Warm up the connection before sending the proposal. This is worth trying, especially for corporate clients. Instead of sending the proposal as the very first email from Check Cherry, send a simple, low-key message first — something like 'Thanks for chatting today! Just reply to this message and I'll send over that proposal.' When they reply, their email system now has a history of back-and-forth with checkcherry-mail.com, and the recipient has actively engaged with the domain — one of the strongest positive signals a spam filter can see. Your proposal then arrives in the context of an existing conversation rather than as an unsolicited first contact asking for money. Google's own sender guidelines confirm that 'messages from recipient contacts are less likely to be marked as spam.'
- Give them a heads-up before you send. A quick text or call — 'I'm about to send the proposal through my booking system, keep an eye out' — goes a long way.
- Ask them to check spam/junk and mark your message as 'Not Spam' or add the sender to their contacts. This trains their filter for future messages.
- Ask their IT team to whitelist checkcherry-mail.com if this is a repeat client.
- Share the link directly. Every proposal in Check Cherry has a 'Copy Link' button at the top. You can paste that link into a text message or send it from your personal email as a backup.
- Try SMS. If you have Twilio set up, you can send proposals via text message and skip email entirely for difficult-to-reach clients.

> Email deliverability is inherently unpredictable. These tips are based on how email filters generally work, and we've seen them help — but because we don't control the recipient's mail system, we can't promise any single change will fix the problem. What we can do is stack the odds in your favor.

### If you're experiencing general deliverability issues

If emails to leads, clients, and bookings are consistently not getting through, the issue is more likely on the sending side. Email service providers like Gmail, Yahoo, and Outlook have become very good at filtering. They don't just look at your emails — they look at how other recipients have responded to similar messages across their entire network. This is machine learning at scale.

Think of Gmail less as a 'spam filter' and more as a placement algorithm. It's trying to be helpful by putting messages where it thinks they belong — Primary, Promotions, Updates, or Spam. A proposal with a call to action ('accept this proposal,' 'choose a template') can look a lot like a promotional email to these algorithms.

### Common patterns we see with accounts that have deliverability issues

Too many automated follow-ups. Check Cherry makes it easy to set up automated messages, and that's a powerful feature. But if a lead isn't responding after 2-3 follow-ups, more emails aren't going to change their mind — and they may be hurting your deliverability. We've seen accounts sending a daily automated email for 30 days straight after someone books. That's too much. Consider reducing the number of automated follow-ups you send to leads and proposals.

Image-heavy emails with little text. Sending a flyer or graphic as the entire email body is a common spam signal. Your messages should have a healthy balance of text and images.

Emails with nothing but a link. We've seen accounts where the entire email body is just a bare link to a booking page — no greeting, no context, no business info. That's exactly what a phishing email looks like. Add some context about who you are and what they're clicking on, and use descriptive link text like 'View your proposal' instead of pasting a raw URL.

Spammy-looking content. Different font sizes, lots of colors, ALL CAPS, excessive exclamation marks, dollar amounts, words like 'free' or 'discount' — these all trigger filters. They compare your content against spam they're currently seeing across their network.

Mixing content types. Gmail's own documentation says not to mix different types of content in the same message — for example, don't include promotions in a payment receipt. They want to categorize your message accurately, and mixing types confuses their algorithm.

> Don't mark internal messages as spam. If your staff is getting lead notification emails and marking them as spam because they don't want to see them, that damages your sending reputation for everyone on the platform. Use filters or notification settings instead.

### Try turning off email tracking in Check Cherry

This is the one thing you can change right now in Check Cherry that may improve deliverability.

Check Cherry can track email opens and link clicks, but this works by embedding a tiny invisible tracking pixel and rewriting your links through a tracking server. Spam filters specifically look for these patterns — they're hallmarks of marketing and mass email.

If you're experiencing deliverability issues, try disabling email tracking under Manage → Business Settings. This will impact all email sent from Check Cherry. You'll lose open and click stats, but your emails will look more like personal business correspondence to spam filters. You can always turn it back on later.

### More tips for better inbox placement

- Respect the inbox. Before adding another automated email, ask yourself: is this helpful to the recipient? Less is more.
- Don't nag via email. One, two, maybe three follow-ups is fine. If they're not responding to email, they're not going to respond to more email. Pick up the phone.
- Make messages look personal. Use their name, reference their event, write conversationally. The more your email looks like a 1:1 business conversation, the better it performs. Check Cherry makes it easy for you by including dynamic value tokens that you can paste into the body of your message templates.
- Use clear, honest subject lines. Subjects are important to deliverability. Avoid misleading or vague subjects.
- Don't upload purchased lead lists. If someone didn't give you permission to email them, you're not in compliance with CAN-SPAM law. This is most common with wedding show attendee lists — those people didn't visit your booth and don't know you.

### About the Promotions tab

One thing that surprises a lot of people: Gmail considers all tabs — Primary, Promotions, Updates, and Forums — as inbox placement. If your email lands in the Promotions tab, Gmail considers that successfully delivered. It's not spam.

That said, we know most people think of 'inbox' as the Primary tab, and they may not check Promotions regularly. There's not much anyone can do about Gmail's tab sorting — it's driven by machine learning based on the content of the message and how Gmail users across their network interact with similar messages.

> If a client says they didn't get your email and they use Gmail, ask them to check the Promotions tab before assuming the message was lost.

### What Check Cherry does on our end

Email deliverability depends on both Check Cherry and you as a sender. Here's what we handle:

- Proper email authentication — SPF, DKIM, and DMARC are configured and monitored. We maintain 100% success rates on authentication.
- Dedicated IP addresses — Our IPs are only shared among Check Cherry customers, not with other companies or services.
- Subdomain isolation per account — Each Check Cherry account sends from its own subdomain of checkcherry-mail.com. This means if one sender develops a poor reputation, it's isolated to their subdomain and doesn't drag down deliverability for other customers. Most platforms don't do this.
- IP and domain reputation monitoring — We monitor Google Postmaster Tools and other services daily. Our IP reputation and domain reputation are consistently rated high.
- Spam rate monitoring — We track spam complaint rates closely. Our rates are very low, with many days having zero complaints.
- No bulk email — We don't allow mass email or bulk lead uploads through Check Cherry. This protects the sending reputation for everyone on the platform.
- Quarantine system — We proactively detect and address problematic sending patterns before they affect other customers.
- CAN-SPAM compliance — All messages include required identification and unsubscribe options.

> All Check Cherry customers share sending infrastructure. Good sending habits from everyone on the platform help everyone. Problematic sending from one account can affect deliverability for others — which is why we take monitoring and enforcement seriously.

### What Check Cherry cannot do

We can't guarantee 100% inbox placement. No one can — not us, not Gmail, not any other platform. Email placement algorithms are constantly changing, and they're never 100% accurate. What we can guarantee is that we follow every best practice, maintain clean infrastructure, and give you the tools and education to maximize your chances.

If you're experiencing persistent issues, reach out via the chat bubble in the lower right. When you do, it helps to include:

- The recipient's email address (so we can check delivery status on our end)
- The approximate date and time the message was sent
- Whether the message shows as 'delivered' in Check Cherry
- Any error messages or bounce notifications you've seen

---

## How do I set my business hours?

*Category: Calendar*

Availability settings control when clients can request or book your services — both through online booking and when you're building proposals. You can set hours for your whole business, then narrow them down for individual packages if needed.

### Business-wide availability

Start here. These hours act as the default for everything in your account — if a package doesn't have its own availability rules, it falls back to these.

1. Go to Availability.
2. Under Availability Limits, set the days and hours you accept bookings.
3. Save your changes.

> Package-level availability overrides your business-wide hours. If a package has its own rules set, those take priority.

Scroll down on the Availability page to find per-package settings.

### Package-specific availability

Package availability mirrors the structure of your Package Manager — organized by Service, Package Group, and Package. You can set limits at any level. For example, setting a booking limit of 3 on a DJ Service means you can book up to 3 packages or any combination of packages within that service.

### Blocking out specific dates

Business hours handle your regular schedule. For one-off unavailability — a vacation, a holiday, a personal commitment — use blockout dates. Any date you block out prevents new bookings from landing on it, regardless of your normal hours.

You can also connect your Google Calendar so that events there automatically block your availability in Check Cherry. That way if something personal is already on your calendar, you won't accidentally double-book yourself.

---

## Can clients save their payment info?

*Category: Payments*

A repeat client books again six months later. Instead of re-entering their card details, you charge the one they saved last time. Saved payment methods make future payments effortless for both of you.

### Setting Up Saved Payment Methods

First, you need Check Cherry Payments enabled to offer saved payment methods. U.S. customers can use Check Cherry Payments, which accepts major credit cards, Apple Pay, Google Pay, ACH Direct Debit, and Klarna.

1. Go to Payment Settings.
2. Click Enable Payment Processing if you haven't already.
3. Click the settings gear next to your credit card payment method.

In the credit card settings, choose your preference for saving customer cards. There are three options:

- No, do not allow customer to save payment method — Clients cannot save their card info
- Yes, allow customer to save payment method — Clients see an optional checkbox to save their card
- Require customer to save payment method — Clients must save their payment info (useful for auto-pay on payment plans)

> Check Cherry Payments is only available to U.S. customers at this time.

### How Clients Save Their Payment Info

When a client pays online during booking, they see a checkbox to save their payment info for future use. If you allow saving, this checkbox is checked by default but they can uncheck it if they prefer not to save their card.

> Saved cards can only be used for bookings under the same client email. A card saved on one booking cannot be used for a different client.

### Charging a Saved Payment Method

You can use a client's saved payment method on future bookings, but it's your responsibility to get the client's consent before charging their saved card.

1. Open the booking and click Make Payment.
2. Select the client's saved payment method from the dropdown.
3. Enter the payment amount the client has authorized.
4. Click Make Payment.

> If you pass processing fees to clients, the fee appears as a separate line item when charging a saved card.

### Removing a Saved Payment Method

1. Go to User Accounts and search for the client's name.
2. Select their user profile.
3. In the Saved Payment Methods section, click the X next to the card you want to remove.

→ Go to Payment Settings

---

## How do I schedule a meeting with a client on a booking?

*Category: Bookings*

The client wants to meet before the event to walk through the venue or discuss details. You can add an appointment directly to their booking so everything stays connected.

### Adding an Appointment to a Booking

1. Open the booking, proposal, or lead.
2. Click Manage Booking.
3. Click Create Appointment.
4. Set the date, time, and details.
5. Save. An email notification is sent to the client by default.

> Uncheck the notification box if you do not want to email the client about the appointment.

### Sending a Scheduling Link Instead

If you want the client to pick the time, send them your appointment scheduling link. They will choose from your available slots.

Get your link from your name (upper right) > Appointment Scheduling.

You can also convert an appointment to a booking if needed.

→ View Appointments

---

## How do I offer a payment method to only one client or booking?

*Category: Payments*

Sometimes a client asks to pay in a way you don't normally accept — Venmo, Zelle, a check — and you're happy to make a one-time exception. You don't have to open that payment method up to every client to do it. Check Cherry lets you create a payment method that is hidden at checkout, then enable it on a single booking or proposal.

### How It Works

Your payment methods live in Payment Settings, and each one has a setting that controls whether clients see it at checkout. Separately, every booking or proposal can override your default payment methods with its own list — and that list includes all of your payment methods, even ones hidden from checkout.

Put those together and you get a one-client exception: create the payment method, keep it hidden from checkout, and turn it on for just the one booking.

### Step 1: Add the Payment Method (Hidden from Checkout)

1. Go to Payment Settings and click Add Payment Option.
2. Choose a manual payment option and give it a name, like "Venmo".
3. In the Payment Method Instructions, tell the client exactly how to pay you — for Venmo, include your Venmo handle or payment link.
4. When asked if you'd like to offer this payment option to your customers at checkout, choose No. This keeps it invisible to everyone by default.
5. Save.

> Because the payment method is hidden from checkout, no other client can select it — only bookings where you explicitly enable it in the next step.

### Step 2: Enable It on the One Booking or Proposal

1. Open the booking or proposal.
2. Click Manage Booking and choose Edit Booking Settings (or Edit Proposal Settings on a proposal).
3. Under Payment Settings, change Payment Methods from Default Payment Methods to Limited Payment Methods.
4. Check the payment methods this client should see — your new method plus any of your usual ones.
5. Save.

> Limited Payment Methods replaces your defaults for this booking — it doesn't add to them. If you only check Venmo, the client loses the option to pay by card. Check every payment method you want this client to have.

### Step 3: Record the Payment When It Arrives

Manual payment methods like Venmo don't process money through Check Cherry, so the payment won't appear automatically. Once the client pays you, record it on the booking: open the Invoice section, click Add Payment, and choose Record Manual Payment.

For more detail, see How do I record a payment made outside of Check Cherry?

→ Payment Settings

---

## Credit Card Payment Failures

*Category: Payments*

Most credit card payments process quickly and without issue. However when banks do decline a charge the reason given is often opaque and hard to understand. Here's a quick guide to the most common failure reasons, what they mean, and how to resolve them.

### How Credit Card Failures Work

When a client submits a credit card payment, the request goes to their bank for authorization in real time. If the bank approves it, the payment goes through immediately. If the bank declines it, the payment fails on the spot and the client sees an error message. Unlike ACH payments, there's no waiting period — you know the outcome right away.

Most failures are caused by something on the client's bank side, not a Check Cherry issue. The decline codes banks return are often vague by design — banks intentionally keep the reasons generic to avoid giving fraudsters a roadmap.

> Banks frequently decline legitimate charges — especially for online purchases, larger amounts, or first-time merchants. It's annoying, but it's a normal part of how card fraud prevention works. Most clients just need to call their bank or try a different card.

### Common Decline Reasons

#### Insufficient Funds

The card doesn't have enough available balance or credit to cover the charge. The client should try a different card or contact their bank. If it's a debit card, they may need to wait until funds are available.

#### Generic Decline

The bank declined the charge but didn't tell us the specific reason — this is actually the most common type of decline. It often means the bank's automated fraud system flagged something about the transaction (an unusual amount, an unfamiliar merchant, a recent string of purchases), but it can also indicate an account issue the bank hasn't disclosed. The fastest fix is for the client to call the number on the back of their card and ask them to approve the charge, then retry. Once the bank clears it on their end, the payment usually goes through without issue. A different card will also work in the meantime.

#### Do Not Honor

One of the most common decline messages, and one of the vaguest. The bank is refusing the charge without giving a reason. It typically means their fraud filters blocked the transaction — this is especially common with online purchases, larger amounts, or charges from a merchant the client hasn't used before. It can also point to an issue with the account standing. Retrying the same card usually won't work until the client contacts their bank. They should call the number on the back of the card, confirm the charge is legitimate, and ask them to let it through. A different card is the quickest workaround while they sort it out.

#### Expired Card

The card is past its expiration date, or the expiration date entered doesn't match what the bank has on file. The client should check the date printed on their physical card and re-enter it, or switch to a current card.

#### Incorrect Card Details

One or more of the card details — card number, security code (CVC), ZIP code, or billing address — doesn't match what the bank has on file. The client should double-check each field and try again. A single wrong digit will cause the payment to fail.

#### Fraudulent

The bank flagged the charge as suspicious and declined it. This can happen with larger purchases or when the transaction looks out of pattern for that account. The client should contact their card issuer directly to clear the flag, or try a different card.

#### Transaction Limit / Card Velocity Exceeded

The client has hit a usage limit their bank places on the card — but not necessarily because they're out of money. Banks set velocity limits to protect against fraud, capping things like the number of transactions per day, the total spent in a 24-hour window, or how many times a card can be used at the same merchant. This often surprises clients because the card has plenty of available credit. Waiting a few hours and retrying often works. Calling the bank to lift the limit is another option. Using a different card is the quickest workaround.

#### Authentication Required

The bank needs to verify it's really the cardholder before approving the charge — often via a text message, app prompt, or PIN. The client should complete the verification step their bank requests, then retry the payment.

#### Processing Error

Something went wrong while processing the payment — this is usually a temporary issue on the network or processor side, not with the card itself. The client should wait a moment and try again. If it keeps happening, reach out to support via the chat bubble in the lower right.

#### Call Issuer

The bank wants to speak with the cardholder before approving the charge. The client should call the number on the back of their card, let the bank know they're trying to make a payment, and then retry once the bank has cleared it.

#### Card Not Supported

The card type, currency, or a restriction on the card prevents the transaction from going through. This can happen with certain prepaid cards, international cards, or card types that Check Cherry Payments doesn't accept. The client should try a different card.

### What Happens Automatically

When a credit card payment fails, Check Cherry handles the bookkeeping for you:

1. The payment attempt is recorded on the event with the failure reason.
2. The event balance remains unchanged — no amount is applied against what's owed.
3. You receive an email notification with the decline reason, payment amount, and a link to the event.

If the failed payment was part of auto-pay (a scheduled payment plan), auto-pay is automatically disabled to prevent repeated failed charges. Both you and the client are notified through the automated 'Scheduled Payment Failed' message.

> There is no automatic retry for failed card payments. A new payment must be initiated by the client. For auto-pay failures, only re-enable auto-pay after the client has resolved the issue with their bank — otherwise it will fail again on the next scheduled date.

### What You Should Do

When you get a failure notification, here's the best way to handle it:

1. Check the failure reason. If you're using Check Cherry Payments you can see it at a glance by going to Sales → Payments. Otherwise you can check within your processor account or by asking the customer for details. This tells you whether the issue is likely a quick fix (wrong CVC, expired card) or something the client needs to resolve with their bank (generic decline, do not honor).
2. Point them to the right fix based on the decline reason. For bank-side declines (generic decline, do not honor, call issuer), they'll need to contact their bank first. For card detail issues, they can just re-enter the correct information. For velocity or spending limits, waiting a few hours or switching cards is usually enough.
3. For auto-pay failures, only re-enable auto-pay after the client has confirmed the issue is resolved. Otherwise it will fail again on the next scheduled date.

> Keep the conversation matter-of-fact. Most card failures are simple and easy to resolve once the client knows what to do. Framing it as 'your bank flagged it — happens all the time, here's how to fix it' takes the awkwardness out of the conversation.

---

## Can a client pay a tip after a booking is paid in full?

*Category: Payments*

The event went great and the client wants to leave a tip for your team. They can do this even if the booking is already paid in full.

### Send a tip link

1. Open the booking.
2. Click Make Payment.
3. Scroll to the bottom of the page and copy the tip link.
4. Send the link to your client — they can add a tip without logging in.

> Tips are tracked separately in the Tips report. You can also enable a tip prompt during online checkout so clients can add a tip at the time of booking.

→ Go to Bookings

---

## How do I get the end time to show up on a booking?

*Category: Bookings*

By default, bookings show a start time but not an end time. The end time appears automatically once you configure how extra hours are charged on a package — because that's when Check Cherry knows how long the event is supposed to run.

### When end time will show

The end time displays on a booking when the package has a duration and a charge for extra hours configured. If either of those is missing, only the start time appears.

### When end time will not show

- Date-only packages (no time component)
- Packages with a duration under one hour
- Packages where 'charge for extra hours' is not set

### How to enable end time

1. Go to Packages and select the package you want to update.
2. Open the Pricing tab.
3. Set the package duration to one hour or more.
4. Enable and configure Charge for Extra Hours.
5. Save your changes.

> Once 'Charge for Extra Hours' is set, Check Cherry can calculate when the event ends based on the start time and duration — and that end time will appear on the booking.

---

## How do I add event types to bookings?

*Category: Packages*

Event types help you categorize bookings by occasion — wedding, corporate event, birthday party, etc. This makes it easier to filter reports and understand your business mix. You can collect event types during online booking or add them to existing bookings manually.

### Enable Event Type Collection

1. Go to Extra Questions.
2. Click New Question.
3. Click Enable on the Event Type question.

Select when to ask the question - during online booking or only on lead forms.

Once enabled, clients will select their event type during the online booking process. This question appears automatically with common event types like wedding, corporate, and birthday party.

### Create Custom Event Types

You can customize the event type options to match your business. Most photographers add options like "maternity," "senior portraits," or "family session." DJs might include "school dance" or "fundraiser."

1. Go to Business Settings and click Leads.
2. In the Event Type box, add your custom options — one per line.

> Keep your list focused on the event types you actually book. Too many options can overwhelm clients during checkout.

### View Event Type on Bookings

The event type appears on the booking overview page in the Additional Info section.

1. Go to Bookings and select a booking.
2. Scroll down to the Additional Info section to see the event type.
3. Click Edit to add or change the event type for existing bookings.

> When creating bookings manually, you can't enter the event type during creation — you'll need to add it from the booking overview page after the booking is saved.

---

## What do the different booking statuses mean?

*Category: Bookings*

Every proposal and booking in Check Cherry has a status that shows you where things stand — from initial quote to completed event. Understanding these statuses helps you manage your pipeline and know what needs your attention.

> The easiest way for clients to sign and pay — besides online booking — is to send them a proposal. This lets them review, sign, and pay in one flow without needing to log in to an account.

### Proposal Statuses

Proposals are quotes you send to potential clients. The status tells you whether the date is available to others or held for this client.

- Proposal Date Open: A quote sent without reserving the date. Your availability stays open — other clients can still book the same date and time.
- Proposal Date Reserved: A quote with the date held exclusively. No one else can book that slot until the proposal expires or is declined.
- Proposal Awaiting Review: Created when you have a package set to "Request for Proposal." When someone books this type of package online, it creates a proposal for you to review and approve before sending to the client.

### Booking Statuses

Once a client moves forward, the proposal becomes a booking with these possible statuses:

- Confirmed Awaiting Signature: You've manually marked this as confirmed to block the date, which triggers automated signature reminders. The client will need to log in to their account to sign.
- Confirmed: The client has signed the contract and typically paid the deposit. This status is set automatically when they complete the signing process, or you can set it manually when creating a booking.

> You can change the status of any booking or proposal by clicking the status button shown in the image above.

---

## How do I change the deposit amount on one proposal alternative?

*Category: Proposals*

One proposal, three alternatives at different price points — but the deposit should be different on each. You can set that per-alternative.

### Finding Your Proposal

Locate the proposal, or search for the title, client name, or invoice number in the global search bar.

### Changing the Deposit

1. Open the proposal.
2. Click the Invoice tab on the alternative you want to change.
3. Click the 3-dot menu next to the deposit line.

On the deposit edit screen, choose whether to adjust the deposit for all proposal alternatives, or just this one.

→ Go to Proposals

---

## How do I set up travel fees?

*Category: Pricing*

A travel fee is an additional charge based on the distance between your business and the event location. Setting up travel fees in Check Cherry lets clients see the fee automatically during booking, so there are no surprises.

### Why Charge Travel Fees?

Travel fees expand the geographic area you can serve. Without them, you either absorb the cost of driving long distances or turn down events outside your immediate area. With travel fees, clients in farther locations can still book you, and you get compensated for the extra time and expense.

### Distance-Based vs Flat Rate

There are two common approaches:

- Distance-based (per mile): Charge a rate per mile beyond a free range. For example, the first 30 miles are free, then $1.50 per mile after that. This is the most popular option.
- Flat rate tiers: Charge a fixed fee based on distance brackets. For example, 0-25 miles: free, 26-50 miles: $75, 51-100 miles: $150. Simpler for clients to understand upfront.

### One-Way or Round-Trip?

Most Check Cherry customers charge one-way travel fees. If the venue is 55 miles away, the fee is based on 55 miles. This is simpler for clients to understand since they think about how far the venue is, not how far you drive total.

Round-trip doubles the mileage, but the per-mile rate looks lower. Some businesses prefer this because it more accurately reflects the true cost.

### How Much Should I Charge?

Your rate depends on your market, service type, and how far you are willing to travel. Consider these three factors:

- Travel time: Your time has value. A 60-mile drive at highway speeds takes over an hour each way. Factor in what your time is worth.
- Fuel costs: Calculate what it actually costs to drive 15, 25, or 50 miles based on your vehicle's fuel economy and current gas prices.
- Vehicle wear and tear: The more you drive, the more you pay in depreciation, maintenance, tires, and insurance. The IRS mileage rate accounts for all of this.

#### Example Calculation

- Fuel: $0.21 per mile
- Wear and tear: $0.66 per mile
- Staff time: $0.52 per mile

Total: about $1.38 per mile. Most businesses round to a clean number like $1.50 per mile for simplicity.

#### What About the IRS Mileage Rate?

The IRS standard mileage rate is a good reference point, but it covers the full cost of vehicle ownership, not just travel. Your travel fee should reflect what you actually need to charge to make the trip worthwhile.

> The IRS rate is designed for tax deductions, not pricing. Most event professionals charge more than the IRS rate because it doesn't account for your time.

### Setting Up Travel Fees in Check Cherry

Check Cherry calculates travel fees automatically using the distance between your business address and the event location. You create travel zones with distance ranges and rates.

1. Go to Travel Zones.
2. Click Add Travel Zone.
3. Set the distance range (e.g., 0-30 miles) and the fee (free, per mile, or flat rate).
4. Add more zones as needed for longer distances.
5. Set a maximum distance if you want to limit how far clients can book.

### Watch: Setting Up Travel Zones

→ Go to Travel Zones

---

## Why don't I see bookings on my calendar?

*Category: Calendar*

If your Check Cherry calendar looks empty, it is usually a filter issue.

### Check Your Filters

- Admin users see all bookings, proposals, and leads depending on the filter settings. Check the filters in the upper right.
- If you are an Admin with Staff permission, you will see the My Assigned Bookings tab as well. Make sure you haven't clicked on My Assigned Bookings.
- Check the filter buttons at the top right of the calendar to make sure bookings, proposals, or leads are not hidden.

### Syncing with External Calendars

If you are looking for bookings on your personal calendar (Google, Apple, Outlook), make sure you have set up the calendar sync. See syncing the company calendar.

---

## How do I download my client contact list?

*Category: Reporting*

Whether you're switching email marketing platforms or need to pull client data for another purpose, you can export all your client contact information as a CSV file.

### How to Export Client Contacts

1. Go to Client List.
2. Click Columns to select what information to include.
3. Apply any filters if you only need specific clients.
4. Click Export to download the CSV file.

> The CSV file can be opened in Excel, Google Sheets, or imported into most email marketing services like Mailchimp or Constant Contact.

---

## How do I remove a proposal alternative?

*Category: Proposals*

When a client pushes back on one of the options you sent, you don't need to rebuild the proposal from scratch. You can remove an individual alternative and leave the rest of the proposal intact.

1. Open the proposal you want to edit.
2. Click Manage Alternatives.
3. Click delete next to the alternative you want to remove.
4. Save your changes.

> You can find any proposal quickly by typing the client name or event details into the global search bar at the top of the app.

---

## Branding

*Category: Getting started*

Business Settings is where you configure your brand identity in Check Cherry. This includes your company name, contact info, logo, colors, and more. Everything you set here appears on your proposals, invoices, contracts, booking pages, and client-facing emails.

> Check Cherry supports multiple brands. If your plan includes additional brands, you will see an Add Another Brand button at the bottom of the page. Each brand gets its own name, logo, colors, and contact info.

### Account Settings

These settings control general behavior across your account.

- Time Zone: Sets the default time zone for your account. This affects how event times are displayed throughout the platform.
- Weeks start on: Choose whether your calendar week starts on Sunday or Monday.
- Group packages booked on the same day in the calendar: When enabled, multiple packages booked for the same date will be grouped together in the calendar view.

### Messages

- Enable Email Reply Tracking: Automatically tracks replies from emails sent through Check Cherry, so you can see the full conversation history on each booking.

### App Footer

Control what appears in the footer of your client-facing pages (proposals, invoices, booking pages).

- Display Check Cherry Logo: Show or hide the Check Cherry logo in the footer.
- Display address in footer: Show your business address.
- Display email in footer: Show your public email address.

### Brand Name and Address

Your business name and address as they appear on proposals, invoices, and contracts.

- Name: Your business or brand name.
- Address: Street address (line 1).
- Address 2: Suite, unit, or additional address info.
- City, State, Zip: City, state, and postal code.

### Brand Contact Info

Public-facing contact details shown to your clients.

- Public Email: The email address clients see on your booking pages and documents.
- Public Phone: The phone number displayed to clients.
- Website: Your business website URL.

### Brand Logo and Colors

Upload your logo and set the colors that define your brand throughout the platform.

- Logo: Upload a logo image. Recommended size is 660 x 120 pixels.
- Primary Color / Contrast Color: Your main brand color and its contrasting text color.
- Navigation Background / Navigation Text: Colors for the navigation bar on your client-facing pages.
- Call-to-Action Background / Call-to-Action Text: Colors for buttons and links your clients interact with.

> Use your actual brand colors here. These appear on your booking pages, proposals, and contracts, so they should match the rest of your marketing.

### Favicon

A favicon is the small icon that appears in the browser tab when someone visits your booking page. Upload a .png or .gif file, ideally 320 x 320 pixels. This is optional.

### Invoices

These settings control how your business info appears on invoices and proposals.

- Show my address on invoices and proposals: Include your business address on generated documents.
- Override invoice and proposal details: When checked, the logo and business information entered in this section will be used on invoices and proposals instead of the primary brand details above.

> The override option is useful if you want different branding on your invoices than on your booking pages. For example, you might use a formal business name on invoices but a DBA name on your public pages.

### Social Media

Add links to your social media profiles. These may appear on your booking pages and in email footers.

- Facebook URL
- Instagram URL
- YouTube URL
- TikTok URL

### Email Signature

Create a custom email signature for each brand. Signatures can include formatted text, images, and links. This signature is appended to emails sent through Check Cherry.

### Adding Another Brand

If your plan supports multiple brands, you can add another brand from the bottom of the Business Settings page. Each brand has its own name, logo, colors, contact info, and email signature.

> Multiple brands share the same payment account and bank payout destination. However, each brand can have its own statement descriptor so clients see the right business name on their credit card statement. If you run two separate businesses with different bank accounts, you need a separate Check Cherry account for each one. Use the refer-a-friend program to get a discount on the second account.

1. Go to Business Settings.
2. Scroll to the bottom and click Add Another Brand.
3. Fill in the brand name, contact info, logo, and colors.
4. Click Save.

→ Go to Business Settings

---

## How do I get more information during online booking?

*Category: Online booking*

When a client books online, the default form collects the basics — name, date, location, package. Extra questions let you go further: find out how they heard about you, collect details specific to the event type, or capture anything else you need before the job. You can also show these questions on lead forms so you have more context before you even respond to an inquiry.

> Extra questions can be assigned per package, so you only ask what's relevant. A photo booth booking might ask about the venue layout; a headshot session might ask about wardrobe preferences.

### Pre-Built vs. Custom Questions

When you create a new question, you can choose from a library of pre-built questions or write your own. Pre-built questions cover common needs and are ready to use without any configuration.

- Customer address
- Event type
- How they heard about you
- Number of guests
- And more

Custom questions let you write your own prompt and choose the input type — short text, long text, dropdown, checkbox, and so on.

### Adding Extra Questions

1. Go to Extra Questions.
2. Click New Question.
3. Choose a pre-built question or create a custom one.
4. Set whether the question appears during online booking, on lead forms, or both.
5. Assign it to the relevant packages.
6. Save.

> Questions assigned to specific packages only appear when a client selects that package. Questions not tied to any package will never appear.

### Where to Find the Answers

Once a client completes a booking, their answers appear on the booking record. Open any booking and look for the Additional Info section — you'll see each question alongside the client's response. If you're collecting answers on a lead form, they'll appear on the lead record the same way.

---

## Can I offer an add-on for an add-on?

*Category: Getting started*

Not literally. Add-ons can't be nested, and there's no way to show one add-on only when a client selects another. Add-on availability can only be restricted by package. But Check Cherry has a feature that does exactly this job: extra categories.

### Use an Extra Category

An extra category attached to an add-on offers priced items that appear only after the client adds that add-on to their booking. Nobody can buy them on their own. Each item has its own price and quantity, and selections are billed on the invoice automatically.

For example, a Keychain Station add-on that includes 100 keychains can offer a "50 Extra Keychains" item. Clients who add the station choose how many extra sets they want, and clients who don't will never see it.

### Common Uses

- Selling more of something the add-on already includes (extra prints, keychains, or supplies)
- Upgrades that only apply to one service (premium props for a specific booth)
- Choices that personalize an add-on (colors, sizes, or styles)

For the full setup, see How do I offer props, upgrades, and customization options? If you're specifically charging for more than what a package or add-on includes, see How do I charge extra when a client wants more than what's included?

→ Extra Categories

---

## How can I share the booking link to my mini sessions photo page?

*Category: Getting started*

Once you have your sessions set up, sharing the booking link is how clients find available time slots, choose one, and pay to reserve their spot — all without any back-and-forth. You can share the link on social media, in emails, or anywhere else you promote the event.

### Finding the booking link

There are two places to grab the link: directly from the booking list, or from inside the session itself.

#### Option 1: From the booking list

The share link appears right in the booking list, so you can grab it without opening the session.

1. Go to Bookings.
2. Click the Sessions filter or search for the session title.
3. Find the Share Link at the bottom right of the session in the list.

#### Option 2: From inside the session

You can also get the link from within the session settings.

1. From the booking list, click on the session to open its overview page.
2. Click Manage Session.
3. Copy the share link from there.

> You can set up automated messages to send when a client books a slot — useful for confirmations, reminders, and pre-session details. Set these up in your messaging templates.

---

## How do I apply a different discount to each proposal alternative?

*Category: Getting started*

When you send a proposal with alternatives at different price points (say a 1-day option and a 2-day option), you often want different discount terms on each one. By default, a discount you add to the event applies to whichever alternative the client picks, which is usually not what you want when the discounts should be different.

The fix is in the Applies To field on the discount. Pointing the discount at a specific package inside one alternative scopes the discount to that alternative only.

### Finding Your Proposal

Locate the proposal, or search for the title, client name, or invoice number in the global search bar.

### Adding a Discount to One Alternative

1. Open the proposal.
2. Click the Invoice tab on the alternative you want to discount.
3. Click + and choose Add Pricing Adjustment.
4. Enter the discount details (description, amount, and whether it is a flat amount or a percentage).
5. Change Applies To from Complete Booking to the specific package inside this alternative.
6. Click Save.

> If an alternative contains multiple packages, each package needs its own separate discount. The Applies To field targets one package at a time, so add a pricing adjustment for each package you want to discount within that alternative.

Repeat the same steps on the other alternative if you want a different discount there. Each discount stays attached to the alternative it was added to.

> If you leave Applies To set to Complete Booking, the discount will follow whichever alternative the client selects. That is the most common reason a discount looks like it is showing up on both options.

### Understanding the Applies To Options

The Applies To dropdown lists every package, add-on, extra, and backdrop across all of your alternatives. For per-alternative discounting, you will almost always want to point the discount at a package. There are three useful scopes:

- Complete Booking — Applies to whichever alternative the client selects. This is the default and is not what you want when each alternative needs its own discount.
- Package & Add-Ons/Extras: [package name] — Applies to the package plus everything bundled under it (add-ons, extras, backdrops). Scoped to the alternative that contains that package.
- Package Only: [package name] — Applies just to the package line and leaves the add-ons at full price. Also scoped to the alternative that contains that package.

> When you copy a package between alternatives, each copy is its own record behind the scenes, so they show up as separate entries in Applies To. That is how you can target one without affecting the other.

### A Note on Discount Codes

Discount codes (coupons) use the same applies-to logic, but it is set on the code itself, not per-alternative on the proposal. When a client redeems a code on a proposal with alternatives, the discount applies based on how the code was configured, not based on which alternative they pick. If you need truly different discount amounts on each alternative, add them manually as described above rather than relying on a code. See How do I create and use discount codes? for the full breakdown.

→ Go to Proposals

---

## How do I send an invoice to a client?

*Category: Bookings*

A client needs to see what they owe and have a way to pay. There are two quick ways to get an invoice in front of them.

### Method 1: Share the Booking Link

1. Open the booking.
2. Scroll to the bottom and copy the shareable link.
3. Send the link to the client. They can view the invoice and make a payment.

### Method 2: Send via Email

1. Open the booking.
2. Click Quick Send and choose an invoice or payment reminder template.
3. Send.

---

## Can I include links in SMS text messages?

*Category: Messaging*

Yes. Paste the full URL into your SMS message and most phones will make it tappable. Unlike email messages where you can create formatted hyperlinks, SMS requires the complete web address.

This is useful for sending proposal links, payment links, or booking engine links via text — especially for clients who are more responsive to SMS than email.

> Copy the link from your browser's address bar while viewing the proposal or payment page to ensure you get the complete URL.

> SMS messages have a 160-character limit per segment. Long URLs can push your message into multiple segments, which may increase costs. If the link is long, consider using a URL shortener like Bitly or TinyURL.

### Common SMS Links

- Proposal links — clients can review and accept on their phone
- Payment links — quick access to pay outstanding balances
- Online booking links — for referrals or rebooking clients
- Questionnaire links — planning forms and song requests

---

## How do I let clients leave a tip?

*Category: Payments*

Your team just crushed a wedding and the client wants to leave a tip. The tipping feature makes it easy for clients to add a gratuity during checkout or after the event.

### Enabling Tips

1. Scroll to the Tips section.
2. Click Settings to enable tips.

You can add a custom message that appears when clients make payments — something like "Tips are shared among our team and always appreciated!"

### How Clients Add a Tip

Once tips are enabled, a tip field appears on the payment page whenever a client clicks to make a payment. They can enter any amount they'd like.

> The tip field only appears on confirmed bookings. It does not show up when a client is accepting a proposal and paying a deposit — only after the booking has been confirmed.

### Getting Notified About Tips

The easiest way to know when a tip is received is to set up an automated message:

1. Go to Automated Messages.
2. Click New Automated Message.
3. Scroll to the Tip Received group of templates.
4. Choose your preferred template and click Save.

### Finding Tips on a Booking

Tips appear as a separate line item in the Payment History. To see them, open the booking and click Edit on the Payments and Balance section:

The Payment History on the right will show a separate line item for the tip if one was given:

### Running a Tips Report

To see all tips received across your bookings, run the Tips report:

> Tips are not included in the revenue graphs on your dashboard or in the Payment History report. Use the dedicated Tips report to track them.

### Processing Fees on Tips

> Tips paid by credit card are subject to the standard payment processing fee. The amount deposited to your bank will be slightly less than what the client paid. You'll need to handle paying out tips to your staff separately — Check Cherry doesn't manage tip distribution.

---

## How do I get my backdrops set up?

*Category: Packages*

Photo booth clients want to choose their backdrop before the event. Setting up your backdrop collection in Check Cherry lets them browse options during booking and makes your life easier on event day.

### Adding and organizing backdrops

Start by adding your backdrops and organizing them into categories. Each backdrop can have its own pricing, description, and availability rules. Categories help keep things organized — think "Standard," "Premium," or "Seasonal."

> Use the Bulk Upload feature to upload many backdrops at once.

#### Individual backdrop settings

Click the menu button on any backdrop in your backdrop manager to edit its settings:

- Name and description
- Category and pricing
- Which packages can see this backdrop
- Whether it's included free with certain packages
- Lead time requirements
- Package visibility
- Gallery visibility

> Make sure your backdrop individual settings correlate with the category settings. If a category is visible to all packages but a specific backdrop is set to "No Packages," that backdrop won't show up anywhere.

### Bulk editing backdrops

If you have dozens of backdrops, bulk editing saves time. You can update pricing, move backdrops to different categories, or change visibility settings for multiple backdrops at once.

1. Click Bulk Edit on your backdrops page
2. Select the backdrops you want to edit (or select all)
3. Click Edit Selected Backdrops
4. Choose your action and make the changes

Available bulk actions include updating pricing, moving to categories, setting package associations, managing free inclusions, lead time requirements, and gallery visibility.

### Managing double-sided backdrops

Double-sided backdrops are popular, but you need to make sure both sides don't get booked on the same day. Check Cherry's availability rules handle this automatically.

1. Go to Availability Rules
2. Click Add New Rule
3. Name the rule (like "Pink/Gold Sequin")
4. Set the total quantity you have of this backdrop
5. Check both sides in the Backdrops section
6. Click Save

Now if someone books the pink side for Saturday, the gold side won't be available that day either.

### Category visibility settings

Each backdrop category has default visibility settings that determine which packages can see backdrops in that category. Individual backdrop settings can override these defaults.

For example, if your "Premium" category is visible to all packages, but you set a specific backdrop to "Basic Package Only," it will only show up for Basic Package bookings.

### Assigning backdrops to packages

You can control which backdrops appear for each package, and whether they're included free or cost extra. This is handled in the individual backdrop settings under "Visible for Packages."

### Duplicating backdrops

Need to create similar backdrops quickly? Click the menu button on a backdrop, then choose duplicate.

### Video walkthrough

→ Manage Backdrops

→ Availability Rules

---

## Email best practices

*Category: Best practices*

Good email practices help your messages reach client inboxes instead of spam folders. Email deliverability depends on sender reputation, which Check Cherry maintains by monitoring how all users send emails.

### Email Delivery Basics

Your emails come from notifications@yourcompany.checkcherry-mail.com (where "yourcompany" is your brand name). Ask clients to add this address to their contacts — it helps bypass spam filters.

> You must have opt-in permission from recipients. Only email people who expect to hear from you about their booking or service.

### What Helps Delivery

- Send fewer messages — less is more for deliverability
- Keep early emails simple with more text than images
- Use automated messages instead of manual follow-ups
- Customize content with details specific to your business
- Ask clients to whitelist reply.checkcherry-mail.com

### What Hurts Delivery

- Emailing people who don't know you or your company
- Sending emails unrelated to the booking or service
- Excessive follow-ups (after 2-3 attempts, they're unlikely to respond)
- Daily or frequent emailing
- Image-only emails without balanced text content
- Multiple font sizes, bright colors, or complex formatting
- Giant fonts, excessive punctuation, or all caps

### Content That Triggers Spam Filters

- Payment request links (especially multiple in one email)
- Direct solicitation for Venmo, PayPal, or other payment methods
- Subject lines with "Free" or "Discount"
- Dollar amount references (like "$5-10MM")
- Links to external domains
- Large images or images with text overlays

### Report Undelivered Emails

If emails aren't reaching clients, report it to help us identify delivery issues. Look for the dropdown arrow next to message status indicators to notify the Check Cherry team.

You can also check delivery status in Email Event History to see if messages were delivered, bounced, or filtered.

### Watch: Email Best Practices

> Questions about email sending practices? Use the chat in your account to connect with the Check Cherry team.

→ Email Event History

---

## How do I charge extra when a client wants more than what's included?

*Category: Pricing*

Many services include a set quantity of something: a keychain station that includes 100 keychains, a package with 50 prints. When a client wants more than what's included, you shouldn't have to create a separate package for every possible quantity. Instead, pair a stated included amount with a priced overage sold in batches.

### First: Say What's Included

State the included quantity in the package or add-on description, for example "Includes 100 custom keychains." Clients can't know they need more unless they know what's included.

### Which Path You Need

The right setup depends on where the included amount lives.

- Included in a package? Create an overage add-on and restrict it to that package. Add-ons can be limited to specific packages, so the overage only appears where it makes sense.
- Included in an add-on? Attach an extra category to that add-on. There's no way to show one add-on only when another add-on is selected, so a second "50 More Keychains" add-on can't be gated on the first. Extras solve exactly that.

### Path 1: More of Something Included in a Package

1. Go to Add-Ons and create a new add-on for the overage, like "50 Extra Keychains," priced per batch using the Flat Rate, Per Unit, or Per Hour price method.
2. Set Max quantity per booking to the most batches you're willing to fulfill. For example, 6 allows up to 300 extra keychains. Any value above 1 gives clients a quantity picker at checkout.
3. In the Packages panel on the add-on page, click Edit and limit the add-on to the package(s) that include the item.

At checkout, clients booking that package see the overage add-on priced per set ("/ ea") with a quantity picker, and each set is billed automatically.

### Path 2: More of Something Included in an Add-On

1. Go to Extra Categories and click New Category. Name it for the item, like "Additional Keychains."
2. Add one item to the category, "50 Extra Keychains," priced per batch.
3. Set the item's maximum quantity to the most batches you're willing to fulfill. For example, 6 allows up to 300 extra keychains.

> Clients select a quantity of a single item rather than adding it multiple times. One "50 Extra Keychains" item with a quantity of 3 means 150 extra keychains.

1. Go to Add-Ons and select the add-on (for example, the Keychain Station).
2. Scroll to the Advanced section. Your new category appears there with the question "Are additional keychains supported with this add-on?"
3. Choose Yes, any number can be added (or Yes, but only a fixed number can be added to cap the total).
4. Save.

> The extra category only appears in the add-on's Advanced section after you've created it. If you don't see it, create the category first, then return to the add-on.

Extras attached to an add-on are only offered after the client selects that add-on, so nobody can buy the overage on its own. The client picks how many sets they want and each is billed on the invoice automatically.

> Extra categories work with packages too. Each package's Advanced tab has the same option, so you can use the extras approach for a package-included amount if you prefer. For most businesses the overage add-on is simpler there: add-ons are more prominent during booking, and accounts have a limited number of extra category slots (2 to 6 depending on account type).

For full details on extra categories, see How do I offer props, upgrades, and customization options?

For add-on pricing options, see How do I configure add-on pricing and settings?

→ Extra Categories

---

## How do I automatically request a review after an event?

*Category: Messaging*

The event is over and the client is still excited. That's the perfect moment to ask for a review. Set up an automated email that does it for you.

1. Go to Automated Messages.
2. Click New Automated Message.
3. Select the Pre-built templates button under "Scheduled Date".
4. Choose the template with subject line "Send the customer an email 2 days after their event asking for reviews".

When you click View Template, you can customize the message, apply it to specific packages and brands, and choose whether to send the messages automatically or send them to a review queue first.

> Include a direct link to your Google Business Profile or review site so clients can leave a review with one click.

---

## How do I limit payment methods on a proposal?

*Category: Payments*

Most clients can pay however they want, but sometimes you need to limit options. Corporate clients might only be able to pay by check, or you might want to require ACH for large balances to avoid credit card fees.

You can restrict payment methods on individual proposals without changing your global settings.

1. Open the proposal and click Manage Booking.
2. Click Edit Proposal Settings.
3. In the Payment Methods section, choose Limited Payment Methods.
4. Uncheck the payment methods you don't want to offer.
5. Click Save.

> This only affects this specific proposal. Your global payment settings in Payment Settings remain unchanged.

→ Go to Proposals

---

## How do I notify staff when a new booking is confirmed?

*Category: Messaging*

A new booking comes in at 11 PM and your staff does not know about it until you tell them the next day. Automated notifications fix this by emailing staff as soon as a booking is confirmed.

1. Go to Automated Messages.
2. Find or create a template triggered by New Booking.
3. Set the recipient to include staff.
4. Save.

> You can also set up push notifications on the Check Cherry app for iOS and Android so staff get alerts on their phone instantly.

---

## How do I bulk edit packages?

*Category: Packages*

Raising prices for the new season? Bulk edit lets you update pricing, deposits, or visibility settings across multiple packages at once — much faster than editing each one individually.

1. Go to Packages.
2. Select the packages you want to change using the checkboxes.
3. Click Bulk Edit and choose Bulk Edit Packages or Change Sort Order.

### What you can bulk edit

#### Status

Control where packages appear:

- Public — Show on booking pages
- Private — Available for booking, but not listed to the public
- Disabled — Unavailable for booking
- Move to Group — Organize packages into categories

#### Pricing

- Set starting rate
- Set taxable (Yes/No)
- Charge for extra hours

#### Deposit

- No deposit required
- Flat rate
- Percentage of total

#### Scheduling Mode

Scheduling Type:

- Date & Time
- Date Only

Calendar Mode:

- Minimal
- Automatic Slots
- Predefined Slots

#### Availability

- Yes
- Yes, with limited hours (enter days/hours)
- No

#### Advanced Settings

Show title on booking page: Keep current (Yes/No)

Online Booking Mode:

- Keep current
- Allow Online Booking
- Request for Proposal
- Display Lead Form (select which lead form)

Requires additional lead time: Keep current (Yes/No) or set lead time in days

Uses Backdrops: Keep current (Yes/No) or Yes — allow customer to skip

You can also delete packages in bulk from this screen.

> Most people bulk edit at the start of a new season to update pricing across all packages. It's also useful when reorganizing your package structure or changing deposit requirements.

---

## How do I attach an invoice to an email?

*Category: Messaging*

A client calls asking for a copy of their invoice. Instead of generating a PDF and emailing it yourself, send it directly from the booking with one click.

### Sending the Invoice

1. Open the booking.
2. Click Quick Send.
3. Select the invoice email template.
4. Send.

> You can customize the invoice email template under Automated Messages.

---

## Why are my emails going to spam?

*Category: Messaging*

Email deliverability is one of the most common questions we get. This guide covers why emails end up in spam or promotions folders, what you can do about it, and how Check Cherry handles email behind the scenes.

### Start here: check your delivery status

Before troubleshooting, check the message status in Check Cherry. We show you whether a message was delivered, opened, bounced, or deferred.

- Delivered: The email reached their mail server. If they can't find it, it was filtered into another folder like Promotions, Spam, or Junk on their end.
- Bounced: The address is invalid or their server rejected it. See understanding bounce errors.
- Deferred: Their server is temporarily delaying it. This usually resolves on its own within a few hours.

This is the fastest way to narrow down what is actually happening.

### The most common issue: corporate, school, and government emails

This deserves its own section because it is by far the most common deliverability complaint we hear.

Here is what is happening: you have been emailing a corporate buyer from your personal email. You agree on the details, you send a proposal through Check Cherry, and it goes to spam. The client says "I never got it."

The reason is that your proposal email came from a different address than the one they have been talking to. Corporate, school, and government organizations often use dedicated security services to filter incoming mail. These filters are more aggressive than what Gmail or Yahoo use. They look at the sender address, the domain, and whether they have seen email from that sender before. A first-time email from an unfamiliar sender with a link and an attachment is exactly the kind of thing these filters are built to catch.

#### What you can do

- Warm up the connection before sending the proposal. Send a simple, low-key message from Check Cherry first. Something like "Hi, I'm going to send over a proposal for your event. Just wanted to make sure you're receiving emails from this address." Once they reply, your future Check Cherry emails are much less likely to be flagged.
- Ask them to check spam or junk. If they find it, marking it "not spam" trains their filter for future messages.
- Ask them to add your sending address to contacts. This whitelists you.
- Use the proposal link instead. Copy the proposal link and paste it into an email you send from your personal inbox. The client clicks the link to view and accept. No spam filter issues because the email comes from you.

> The proposal link approach works every time. Send a quick personal email saying "Here's your proposal" with the link. The client can review, sign, and pay from the link without ever needing to receive the Check Cherry email.

> Email deliverability is inherently unpredictable. These tips are based on what works most of the time, but no approach guarantees 100% inbox placement. Spam filters are controlled by the recipient's email provider, not by us.

### General deliverability tips

If you are experiencing general deliverability issues (not just corporate clients), it is likely related to your sending patterns or email content.

- Send fewer automated follow-ups. Sending too many automated emails in a short period can trigger spam filters. Space them out and only send what is necessary.
- Simplify your emails. Heavy images with little text look like marketing emails to spam filters. Keep early emails text-focused.
- Check your sending patterns. If you are sending bulk automated messages, review the frequency. One email per week per client is plenty for most businesses.
- Avoid all caps or excessive punctuation in subject lines. These are classic spam indicators.
- Make sure your email content is relevant. Emails that recipients consistently ignore (no opens, no clicks) can hurt your sending reputation over time.

### About Check Cherry's email infrastructure

Check Cherry follows industry best practices for email authentication, including SPF, DKIM, and DMARC. These are the technical standards that help email providers verify that messages are legitimate.

Our sending reputation is healthy. Our spam complaint rate averages well below 0.1%, and our sending IPs and domains are in good standing with all major email providers. Deliverability issues are almost always on the recipient's end, not ours.

> Check Cherry does not support features that commonly lead to spam classification, like mass marketing emails or bulk cold outreach. If you need to send newsletters or marketing campaigns, use a service like Mailchimp and sync your contacts from Check Cherry.

### Outlook, Hotmail, and Live.com

Microsoft's email services (Outlook.com, Hotmail, Live.com) sometimes temporarily delay emails from legitimate bulk senders. This is a known behavior that affects thousands of businesses, not just Check Cherry. When this happens, the email usually arrives within a few hours. If a recipient using one of these services reports a delay, try resending the message.

### Open and click tracking

Check Cherry tracks whether emails are opened using a tiny invisible image embedded in each message. When the recipient's email app loads images, we know it was opened. Click tracking works by routing links through our server so we can record when someone clicks.

Some things to keep in mind:

- Some email apps auto-load images in preview, which counts as an "open" even if the person did not actually read the email.
- Apple Mail's privacy features can pre-load tracking pixels, making open rates appear higher than actual.
- Corporate security programs sometimes click links automatically to check if they are safe, which can cause false click reports.

For more details on tracking, see why emails show as opened when they were not.

→ View Message History

---

## How do I notify staff when they are assigned to an event?

*Category: Messaging*

Your DJ just got assigned to a wedding next Saturday but has no idea. Automated staff notifications fix this — they get an email the moment they are assigned.

### Finding the Template

1. Go to Automated Messages.
2. Look for the Staff Assignment template on the Automated Messages tab.
3. Click Edit to customize the email content.

> You cannot change the trigger on automated message templates, only the content. The staff assignment email fires whenever a staff member is assigned to a booking.

### Assigning Staff to Proposals

You can assign staff to proposals before the client accepts. The notification email will be sent when the proposal is accepted and becomes a booking, not when you assign the staff.

→ Open Automated Messages

---

## How do I sync the company calendar?

*Category: Calendar*

As an admin, you can sync your company-wide sales calendar with Google Calendar or any calendar app that supports ICS subscriptions. This is different from personal staff sync — the company calendar shows all bookings across your entire account.

> Looking for personal calendar sync? Each staff member can set up their own sync from their dashboard. See syncing your personal calendar.

### Google Calendar Sync

1. Go to Calendar and scroll below the calendar.
2. Click Subscribe to Calendar.
3. Select the Google account you want to connect.

#### Choosing what to send to Google

In the Sync to Google Calendar section, choose what Check Cherry sends to your Google Calendar. Confirmed Bookings and Appointments sync by default. Click More sync options to also send Proposals, Leads, Blockout Dates, or Staff Time Off.

Each type has its own dropdown — set it to sync all of that type, or leave it on Do not sync — then save.

#### Blocking availability from Google

You can pull events from your primary Google calendar to block off availability. When enabled, any event on your Google Calendar will prevent bookings for your entire account during that time.

#### Connecting other Google calendars

You can connect any one calendar from your Google account. When signing in, click the dropdown to choose which calendar to use.

### Apple Calendar, Outlook, and Other Apps

For non-Google calendars, use an ICS subscription. The subscription URL is shown on the right side of the Subscribe to Calendar section. Copy the URL and add it as a subscribed calendar in your app.

ICS subscriptions can include bookings, proposals, leads, blockout dates, and staff time off.

> If you change what's included in an existing ICS subscription (like removing leads), the changes won't apply to the current subscription. You'll need to unsubscribe and re-subscribe with the new URL.

### Syncing a Staff Member's Calendar

Staff don't need to log in to set up their calendar sync. As an admin, you can get their subscription link for them.

1. Go to User Accounts and find the staff member.
2. Click Impersonate to log in as that user.
3. From their dashboard, click Subscribe to Calendar and copy the ICS link.
4. Send the link and subscription instructions to the staff member.

### Watch: Calendar Sync

→ Open Calendar

---

## How do I set follow-up dates on leads and proposals?

*Category: Leads*

Follow-up dates help you stay on top of leads and proposals that need attention. Set a date and Check Cherry will show them in your follow-up dashboard widget so nothing slips through the cracks.

### Setting a Follow-Up Date on a Lead

1. Go to Leads.
2. Click Edit to edit the lead.
3. Enter a follow-up date in the Next Follow Up Date field.

You can also sort the leads by next follow-up date:

### Setting a Follow-Up Date on a Proposal

You can add a follow-up date from the proposal list by clicking Manage booking on the proposal:

You can also add it from the proposal overview in the Tools section:

In the overview, you can scroll down to the Notes section and select Add Note to add both a private note and a next follow-up date:

### Dashboard Widget

Once you set follow-up dates, you can add a widget to your dashboard to list the leads and proposals with upcoming follow-up dates.

### Sorting by Follow-Up Date

Sort your proposals and leads by next follow-up date to prioritize who to contact first. Go to Sales → Leads or Sales → Proposals and select the sort by next follow-up option.

---

## How do I enable appointments for staff?

*Category: Bookings*

The account owner can use appointments by default, but staff need it enabled on their account before they can create their own appointment calendars and scheduling links.

### Enabling Appointments for Staff

1. Go to User Accounts.
2. Find the staff member and click the dropdown arrow next to Show User.
3. Select Enable Enhanced Scheduling.
4. Save the changes.

Once enabled, the staff member can access their appointment calendar by clicking their name in the upper right corner and selecting Appointment Scheduling. A default calendar is automatically created for them.

### How Appointment Scheduling Works

Each staff member can configure their own meeting calendars, then share the scheduling link with clients. The link shows available time slots based on their settings, and clients can book directly without back-and-forth emails.

To configure a meeting calendar, click Edit on the existing calendar or create a New Scheduling Calendar.

#### Calendar Settings

Each calendar can be customized with these options:

- Title — name of the calendar
- Appointment length — 15 minutes to 12 hours
- Buffer time — 15 minutes to 1 hour between appointments
- Minimum notice — how much advance notice is required
- Booking window — how many days in advance appointments can be scheduled
- Conflict prevention — block times during assigned bookings or all bookings
- Meeting format — in person, Zoom (requires integration), phone, or other
- Custom messages — invitation and confirmation text
- Weekly availability — use booking availability or set custom hours for each day

> You can get a staff member's scheduling link from their User Account card by clicking Show User — useful for sharing their calendar on your behalf.

> For a complete setup guide, see getting started with appointments. For video call integration, see Zoom and Google Meet.

→ View Appointments

---

## How do I change all my backdrops at once?

*Category: Packages*

Updating prices or settings on dozens of backdrops one at a time is tedious. Bulk edit lets you select a group and change them all at once — pricing, categories, package associations, and more.

1. Go to Backdrops.
2. Select the backdrops you want to change using the checkboxes.
3. Click Edit Selected Backdrops.
4. Choose the action you want to take and apply the changes.

### What can I bulk edit?

- Update Pricing — change prices across multiple backdrops
- Make taxable — toggle tax collection on or off
- Move to Category — organize backdrops into different categories
- Set Associated Packages — control which packages include these backdrops
- Include at no charge with certain packages — make backdrops free with specific packages
- Lead time requirements — mark backdrops that need advance notice
- Extra Gallery Widget visibility — show or hide in your website gallery
- Archive/Unarchive — remove from or restore to active use
- Delete — permanently remove backdrops

> Use bulk edit when setting up new backdrop categories or adjusting prices across your entire collection. It's much faster than editing each one individually.

---

## Can I sync my personal calendar with Check Cherry?

*Category: Calendar*

You confirmed a booking in Check Cherry but it is not showing on your Google Calendar. Calendar sync fixes that — your bookings show up alongside everything else in your day.

### Google Calendar Sync

A two-way sync between your Google Calendar and Check Cherry. Confirmed bookings and appointments appear on your Google Calendar in real time, and events from Google are pulled into Check Cherry for availability checking. You can also choose to send proposals, leads, blockout dates, and staff time off.

1. Click Sales - Calendar.
2. Scroll down and click Subscribe to Calendar.
3. Sign in to your Google account and choose which calendar to sync.

An ICS subscription works with any calendar app: Apple Calendar, Outlook, or any app that supports calendar subscriptions. It includes bookings, proposals, leads, blockout dates, and appointments. However, this is a one-way subscription from your Check Cherry calendar to your private calendar, and it does not sync instantly.

1. Click Sales - Calendar.
2. Scroll down and click Subscribe to Calendar.
3. Copy the ICS feed URL.
4. Add it as a subscribed calendar in your calendar app.

> ICS subscriptions are read-only and may take 15-60 minutes to refresh depending on your calendar app.

### Company vs Personal Sync

- Personal sync (above): Each staff member sets up their own sync to see their assigned bookings.
- Company sync (admin only): Syncs the company-wide sales calendar. Set this up under Sales → Calendar. It blocks availability for the entire business.

> You can use both together, but you don't have to. Google sync is two-way and updates in real time; an ICS subscription is one-way and works with any calendar app. Both can include proposals, leads, blockout dates, and staff time off when you enable them.

### If Google Asks You to Reconnect

Google periodically revokes app permissions as a security measure. If this happens, you'll get an email asking you to reconnect. Go to My Calendar and click Reconnect.

> Don't delete and re-create the connection. Just reconnect. Deleting can create duplicate events.

→ Calendar Settings

---

## How do I use the sales calendar?

*Category: Bookings*

Your sales calendar is the central view of everything happening in your business — bookings, proposals, appointments, and time off all in one place. Use it to see your schedule at a glance and add new items quickly.

### What You Can View and Filter

The calendar shows your bookings, proposals, appointments, and blockout dates. Use the filters in the upper right to choose which items to display — helpful when you want to focus on just bookings or just see what's still pending.

> If you have multiple brands, use the brand selector in the upper left to switch between them and see each brand's activity separately.

### Adding New Items

Click Add New in the upper left to create:

- New Proposal
- New Booking
- Multistep Booking (test your booking engine as a client would)
- Appointment
- Blockout Date(s)
- Staff Time Off

The Check Availability button lets you quickly see if a specific date is open for a particular package, add-on, backdrop, or staff member without creating anything — useful when a client calls asking about availability.

### Syncing with Your Personal Calendar

Click Subscribe to Calendar at the bottom right of the calendar to sync your Check Cherry events with your personal calendar.

You can connect Google Calendar for two-way sync, or choose which items to include and subscribe to any calendar app that supports ICS, including:

- iOS (iPhone and iPad)
- Outlook
- Apple Calendar on Mac
- Any other calendar app that supports ICS subscriptions

> For detailed calendar sync setup, see syncing the company calendar.

→ Open Calendar

---

## How do I add a Spotify playlist to a questionnaire?

*Category: Questionnaires*

Music preferences are one of the most important details for DJs and event planners — and one of the hardest to collect well. Instead of endless email chains with song lists or vague "play some hip hop" instructions, you can add a Spotify playlist field to your questionnaire. Clients paste their playlist link directly, giving you exactly what they want to hear.

### Why Use Spotify Playlists

Most clients already use Spotify and know how to create playlists. When they share a playlist link with you, you get the exact songs, not just artist names or rough descriptions. It's also easier for them than typing out a long list of songs in a text field.

> Most DJs ask for both a "must play" playlist and a "do not play" playlist. You can add multiple Spotify playlist fields to the same questionnaire.

### Adding a Spotify Playlist Field

1. Select the questionnaire template you want to edit (or create a new one).
2. Click Add Field.
3. Choose Spotify Playlist from the field types.
4. Enter a label like "Must Play Songs" or "Reception Playlist."
5. Save the questionnaire template.

When clients fill out the questionnaire, they'll see a field where they can paste their Spotify playlist link. The playlist will be accessible to you when you view their responses.

> Clients need to make sure their Spotify playlist is set to public, not private, so you can access it. Most clients figure this out on their own, but you might mention it in your questionnaire instructions.

---

## Can I track expenses in Check Cherry?

*Category: Reporting*

Revenue only tells half the story. When you track expenses alongside your bookings, you can see your actual profit per event, spot which packages are worth your time, and identify where your money is going each month. It also makes tax season easier when everything is already categorized.

### How to add an expense

1. Go to Expenses and click New Expense.
2. Select whether the expense is for Staff or a Vendor, then type their name.
3. Enter the amount and date of the expense.
4. Select a category from the dropdown, or create your own category.
5. If the expense is tied to a specific booking, type the booking title in the Booking field.
6. Enter a reference (what the expense is for) and an optional longer description.
7. Upload any receipts or files to attach to the expense.
8. Click Save.

### Customize your expense categories

Your account comes with common business expense categories pre-loaded. You can add more categories, delete ones you don't need, or create subcategories within each category for more detailed tracking.

1. Go to the Categories tab and click New Expense Category.
2. Enter the category name and choose whether it's a main category or subcategory.
3. Click Save.

### Set up recurring expenses

For costs that repeat on a predictable schedule — like music licensing fees, equipment rentals, or per-booking expenses — you can create recurring expenses that are logged automatically.

1. Go to the Automated Expenses tab and click New Automated Expense.
2. Choose when the expense should recur: on each booking, monthly, or yearly.
3. For booking-based expenses, select which date triggers the expense: the event date or the date the booking was confirmed.
4. Use the Applies to selector to choose which packages this expense applies to.
5. Enter the payee details (vendor or staff), reference, amount, and category.
6. Click Save.

### How to record a credit

Credits work like negative expenses — use them for refunds, reimbursements, or any time you need to offset a previous expense.

1. Go to Expenses, click the down arrow next to New Expense, and select Record Credit.
2. Fill in the same information as a regular expense, but enter the amount as a negative number.
3. Click Save.

### Track expenses on individual bookings

Each booking has a Profitability section in the lower right corner that shows your revenue minus expenses for that event. You can add expenses directly from there without leaving the booking page.

> Get in the habit of logging expenses right after each event while costs are fresh in your memory. Linking every expense to a booking gives you the most accurate profitability picture.

### Run expense reports

The Expense Report gives you a detailed breakdown of all your expenses across any date range. You can customize which columns to show, filter by category or payee, and download the results as a spreadsheet for tax prep or further analysis.

1. Go to Reporting and choose Expense Report.
2. Set your date range and use Filters to narrow results by category, payee, or other criteria.
3. Click Columns to choose which information to include in the report.
4. Click Download to export as a spreadsheet.

> You can save report configurations to rerun them later with one click. Saved reports can also be scheduled to automatically email to you or your team on a regular basis.

→ Go to Expenses

---

## How do I check availability for a specific date?

*Category: Bookings*

A client asks "are you available on June 14?" Instead of scrolling through your calendar, Check Cherry gives you a few ways to see what's scheduled for any date — including leads that might conflict.

### Check from Calendar

1. Go to Calendar.
2. Click Check Availability in the upper left.
3. Select a date, time and package, add on, etc. to see if it's available.

### Check from any proposal or booking

You can also check availability while working on a specific event. From any proposal or booking overview page, click on the event date to see a popup of everything scheduled that day — including other proposals and leads.

This works from both proposals and confirmed bookings:

> The popup shows leads too — useful for spotting potential conflicts before they become double bookings.

---

## Why was a lead marked as spam?

*Category: Getting started*

When a lead comes in through your lead form, Check Cherry runs it through an automated spam filter. If the submission looks suspicious, it gets flagged and moved to your spam queue instead of your active leads list.

### How spam detection works

Check Cherry uses a third-party service called CleanTalk to evaluate incoming lead form submissions. CleanTalk aggregates traffic patterns across a large network of websites to identify behavior that looks like spam — things like known bot IP addresses, disposable email domains, and suspicious submission patterns.

Because the detection is probabilistic, it occasionally flags a legitimate inquiry as spam (a false positive). It's not perfect, but it catches the vast majority of junk before it clutters your leads list.

### Reviewing flagged leads

Spam leads are held in a separate queue so you can review them before they're discarded. If a real client's inquiry gets caught by the filter, you can recover it from there.

1. Go to Leads.
2. Find the flagged lead and open it.
3. If it looks legitimate, click the Actions button on the Overview of the Lead.
4. Select Unflag as Spam in the dropdown.

> If you're seeing real client inquiries getting flagged regularly, reach out via the chat bubble in the lower right and we can take a look at what might be triggering the filter.

---

## How do I sync my calendar with Check Cherry?

*Category: Calendar*

Calendar sync keeps your Check Cherry bookings visible on the calendar you already use every day — Google Calendar, Apple Calendar, Outlook, or any app that supports ICS feeds. When it's working, you never have to check two places.

### Two Sync Methods

Check Cherry supports two different sync methods, each with different capabilities:

| Feature | Google Calendar Sync | ICS Subscription |
| --- | --- | --- |
| Two-way sync | ✓ | One-way (read only) |
| Real-time updates | ✓ | Delayed (varies by app) |
| Confirmed bookings & appointments | ✓ (on by default) | ✓ |
| Proposals, leads, blockout dates & time off | ✓ (optional) | ✓ (optional) |
| Works with | Google Calendar | Any calendar app |

> Not sure which to use? If you live in Google Calendar, choose Google sync for real-time, two-way updates. If you use Apple Calendar, Outlook, or another app, use an ICS subscription. Both methods can show proposals, leads, blockout dates, and staff time off when you turn those on.

### Setting Up Google Calendar Sync

1. Go to Calendar and scroll below the calendar.
2. Scroll below the calendar and click Subscribe to Calendar.
3. Click Sign in and connect your Google account.
4. Choose which Google Calendar to sync with.

> The admin calendar sync (Sales → Calendar) syncs for the entire business. For personal staff calendars, each staff member should click their name → My Calendar to set up their own sync.

> Confirmed bookings and appointments sync automatically. To also send proposals, leads, blockout dates, or staff time off to Google, click More sync options in the connection settings and choose what to include.

### Setting Up ICS Subscription

ICS works with Apple Calendar, Outlook, and any app that supports calendar subscriptions. Copy the ICS feed URL from your calendar settings and add it as a subscribed calendar in your app.

### Common Issues

#### Google asks me to reconnect

Google periodically revokes app permissions as a security measure. If this happens, you'll get an email from Check Cherry asking you to reconnect. Just go to Sales → Calendar and click Reconnect.

> Don't delete and re-create the connection — just reconnect. Deleting and starting over can create duplicate events on your calendar.

#### I don't see my bookings on my calendar

- Confirm what you're syncing — by default Google sync sends confirmed bookings and appointments. To see proposals, leads, blockout dates, or staff time off, open your Google connection settings and click More sync options to turn them on.
- Check that you connected the right Google Calendar.
- For ICS subscriptions, your calendar app may take 15-60 minutes to refresh. Try manually refreshing the subscription.
- If you're a staff member, make sure you set up your personal sync (name → My Calendar), not the admin sync.

#### Events show up twice

This usually happens when you have both Google API sync and an ICS subscription pointing to the same calendar. Use one method per calendar — Google API for your main calendar, ICS for a secondary calendar if needed.

→ View Calendar Settings

---

## When will I receive my credit card payout?

*Category: Payments*

When a customer pays you by credit card through Check Cherry Payments, the funds don't arrive in your bank account instantly. They go through a short processing period before being deposited. This article explains how payout timing works and where to check on your funds.

→ Payments Dashboard

### How payout timing works

After a customer makes a credit card payment, the funds are held briefly while the payment processor verifies the transaction and transfers the money to your bank. This typically takes 2 to 3 business days.

> Your very first payout may take up to 7 business days while your account is verified. After that, payouts follow the standard 2 to 3 business day schedule.

### Why payouts aren't instant

Credit card payouts involve several steps between the customer's bank and yours. The processing time exists for two main reasons:

- Fraud and dispute protection — The payment processor holds funds briefly to verify the transaction is legitimate and reduce the risk of chargebacks.
- Bank processing — Transfers between banks go through clearing networks that operate on business days only. Weekends and holidays add time.

### Instant Payouts

If you don't want to wait the standard 2 to 3 business days, Instant Payout sends your available funds to your bank in minutes. You start it yourself from your Payments Dashboard whenever you have a balance ready to pay out.

> Instant Payout becomes available once your account has at least a 90-day payout history, measured from your first payout. Newer accounts won't see the option until they reach that point.

An additional fee applies to instant payouts, since you're paying for the speed. Standard payouts on the regular schedule remain free.

### Payout schedule

> Payout timing is based on business days. Weekends and bank holidays do not count. A payment made on Friday may not arrive until the following Wednesday or later.

The day your payout arrives depends on when the payment was made. Payments received before 4 PM PST begin transferring the next business day. Payments received after 4 PM PST are grouped with the following day's transactions.

#### Payments made before 4 PM PST

| Day paid | Transfer begins | Expected deposit day |
| --- | --- | --- |
| Monday | Tuesday | Wednesday |
| Tuesday | Wednesday | Thursday |
| Wednesday | Thursday | Friday |
| Thursday | Friday | Monday |
| Friday | Monday | Tuesday |
| Saturday or Sunday | Tuesday | Wednesday |

#### Payments made after 4 PM PST

| Day paid | Transfer begins | Expected deposit day |
| --- | --- | --- |
| Monday | Wednesday | Thursday |
| Tuesday | Thursday | Friday |
| Wednesday | Friday | Monday |
| Thursday | Monday | Tuesday |
| Friday | Tuesday | Wednesday |
| Saturday or Sunday | Tuesday | Wednesday |

### How to check your payout status

Go to your Payments Dashboard to see a breakdown of funds in transit, upcoming payouts, and completed deposits.

> The Payments Dashboard shows your full payout history, including the exact dates funds were sent to your bank. If a payout seems delayed, check here first.

### How to update your bank account

If you need to change the bank account where payouts are deposited, go to Payment Settings and update your account details there.

> If you use a payment processor other than Check Cherry Payments, payout timing and settings are managed through that processor's own dashboard.

→ Payment Settings

---

## How do I create Payment Plans for my clients?

*Category: Payments*

A payment plan lets your clients spread the cost of a booking over multiple installments instead of paying everything up front. For many event professionals, offering payment plans is the difference between closing a deal and losing it — especially on higher-dollar packages.

### Why Offer Payment Plans?

Clients booking event services are often planning months in advance. A $2,000 booking feels like a big commitment when it's due today, but $500 now and three monthly payments feels manageable. Payment plans remove that friction.

> Event pros who offer payment plans typically see higher conversion rates on premium packages. Clients are more willing to choose the bigger package when the per-payment amount feels reasonable.

### Types of Payment Plans

Check Cherry offers three ways to let clients pay over time:

- Automatic payment plans — Default plans presented to every client when they book online or accept a proposal. Check Cherry calculates the schedule and amounts automatically.
- Custom payment plans — A specific payment schedule you create for a specific client. Use these when a client has a unique situation — maybe they want to pay more up front, or need payments timed around their own billing cycle.
- Klarna — A third-party buy-now-pay-later option. Available for Check Cherry Payments users. Klarna handles the installments and pays you up front.

### Setting Up Automatic Payment Plans

Automatic plans are the easiest to set up — configure them once and every client sees them as options at checkout.

1. Go to the Payment Plans section in your payment settings.
2. Check Cherry includes "Pay in Full" and "Deposit + Final Payment" by default. Click Add Payment Plan to add more.
3. Choose a plan type (see below) and configure the details.

> Not sure how your plans will look to clients? Click Try it Out in the Payment Plans section to simulate different packages, dates, and amounts.

#### Available Plan Types

- Deposit + Final Payment — Client pays a deposit now, then the remaining balance by a due date you set. Simple and clear.
- Deposit + Monthly Payments — After the deposit, the remaining balance splits into equal monthly installments. A booking 6 months out gets 6 payments. This is the most popular option.
- Deposit + Split Balance Equally — Splits the remaining balance into a fixed number of payments (e.g., "Pay in 4"). You can add this multiple times to offer both "Pay in 4" and "Pay in 10".

> Keep it simple — two or three plan options is the sweet spot. Too many choices causes decision paralysis. We recommend offering "Pay in Full" and one installment option.

### Creating a Custom Payment Plan

Custom plans are for when a client needs something specific. Maybe they want to pay 50% now and 50% the week before, or they need monthly payments on specific dates. You typically set these up on a proposal before sending it.

1. Open the proposal or booking.
2. Click Manage Booking → Adjust Payment Schedule.
3. Click Edit in the Payment Schedule section.
4. Choose Custom Payment Schedule.
5. Set the amount and due date for each payment. Click Add Scheduled Payment to add more.

> If a booking total changes after a plan is set, the plan does not automatically recalculate. The difference is added to the final payment. You can manually adjust the schedule if needed.

### Auto Pay: Stop Chasing Late Payments

Auto Pay automatically charges a saved payment method (credit card or ACH) on each due date. No reminders, no follow-ups, no awkward conversations. The payment just happens.

When setting up a payment plan, you choose one of three Auto Pay modes:

- Auto Pay is required — Clients must enroll. Best for high-value bookings where you don't want to risk missed payments.
- Customer can choose — Clients opt in or out at booking time. A good default for most businesses.
- Do not offer Auto Pay — Clients manage their own payments. Use this if your clients prefer to pay manually.

> We strongly recommend enabling Auto Pay. It dramatically reduces late payments and your clients appreciate not having to remember due dates. Most event pros who switch to Auto Pay say it's one of the best changes they've made.

#### What Happens If Auto Pay Fails?

If Check Cherry can't charge the card on file (expired card, insufficient funds, etc.), the client gets an email notification and is removed from Auto Pay. They can make missed payments through their client portal or a "Make a Payment" link.

> Auto Pay charges follow your current payment fee settings. If you change your fee structure, existing Auto Pay clients will be charged at the new rates on their next payment. Make sure you're compliant with local laws when assessing payment fees.

### Managing an Existing Payment Plan

To view or adjust a client's payment plan on a confirmed booking, click Manage Booking → Adjust Payment Schedule. You'll see what's been paid, what's outstanding, and you can edit dates and amounts.

> Payment plans require a saved payment method — credit card or ACH through Check Cherry Payments. PayPal does not support saved payment methods, so payment plans are not available with PayPal.

→ Go to Payment Settings

---

## How do I bulk edit add-ons?

*Category: Packages*

Need to change the price or visibility on several add-ons? Bulk edit saves you from opening each one individually.

1. Go to Add-ons.
2. Click Bulk Edit.
3. Select the add-ons you want to edit.
4. Click Edit Selected Add-ons.
5. Choose your changes and save.

### What you can bulk edit

- Update pricing (flat rate, per unit, or per hour)
- Set pricing multipliers (multiply by package hours or days)
- Make add-ons taxable or non-taxable
- Move add-ons to a different category
- Set which packages can use the add-ons
- Archive or unarchive add-ons
- Delete add-ons

> Use bulk edit when raising prices across your add-on categories or when reorganizing your offerings for the new season.

---

## How do I offer custom templates to my customers?

*Category: Packages*

Design collections let your clients browse and choose artwork templates for their event, like photo booth overlays, print layouts, or backdrop designs. You set up the templates, assign them to packages, and clients pick the one they want when they log in to their booking.

> Check Cherry integrates with several popular third-party template design platforms. You can connect them from Integrations in Business Settings.

### Creating a Design Collection

1. Go to Design Collections.
2. Click New Design Collection (or edit the sample collection that came with your account).
3. Add templates using New Template or Bulk Upload.

### Assigning to Packages

Each design collection needs to be assigned to the packages it should appear on.

1. Click the Settings tab and choose which packages to offer these designs with.
2. In the packages section, click Edit.
3. Select the packages that should offer this collection, then save.

### Organizing with Categories

Create categories to help clients find templates faster. Think themes like Spring, Birthday, or Holiday.

1. Open a design collection and click the Categories tab.
2. Click Create New Category to add categories.

Once categories are defined:

You can add tags to each design template to assign it to the category of your choice, which makes it easier for customers to find what they're looking for.

### Creating Layouts

Layout categories help organize designs based on their format (2x6 strip, 4x6 print, etc.).

1. Click the Layouts tab to create layout categories.
2. Add layout types that match your template formats.

### Adding Custom Questions

Extra questions let clients provide customization details like text for overlays or color preferences.

1. Go to the Extra Questions tab.
2. Click Add Question to create custom fields.
3. Choose the field type and whether it's required.

You can include different field types for the extra questions, as well as make the question required or not.

You can also add more questions, or delete them using the link in the lower right corner.

### How Clients Choose Designs

Clients can choose one template from each design collection assigned to their package. After selecting, they can customize colors, text, and add notes before confirming their choice.

> Want clients to choose more than one design? Create multiple design collections and assign them to the same package. For example, one collection for artwork and another for layout format.

### Changes and Existing Bookings

Any changes you make to design collections will have no effect on existing bookings. If you have made changes and wish to apply those changes to your existing bookings, click on the Sync tab to apply the changes to your existing bookings.

### Watch: Design Collections

→ Manage Design Collections

→ Open Integrations

---

## How do I customize my dashboard?

*Category: Getting started*

Your dashboard is the first thing you see when you log in. Instead of a one-size-fits-all view, you can create multiple custom dashboards focused on different aspects of your business — daily check-ins, revenue tracking, or weekly planning.

> Custom dashboards are only available to admin users. The "Customize Dashboard" option appears in the upper right once you have at least one booking in your account.

### Creating a Custom Dashboard

1. Click Add a new block from your dashboard.
2. Choose a layout size for your new block.
3. Within each column, click Add Item to select widgets.
4. When finished, click Finish Editing in the upper right.

### Dashboard Layouts

Choose from four layout options when adding a new block:

- 1 column (full width)
- 2 columns (large 2/3 width column on the left, single 1/3 width column on the right)
- 2 columns (single 1/3 width column on the left, large 2/3 width column on the right)
- 3 columns (3 equal sized columns spanning the width of the dashboard)

### Available Widgets

Widgets show live data from your account organized by category:

#### Charts & Graphs

- Revenue snapshot
- Revenue growth
- Lead comparison
- Proposal comparison

#### Scheduling

- Large calendar
- Activity for date
- Staff for date

#### Leads, Proposals and Bookings

- Upcoming bookings
- Recently booked
- Recent leads
- Recently expired proposals
- Open proposals
- Proposals expiring soon
- Previously completed bookings

#### Organization

- Checklists
- Lead counts
- Bookings awaiting action
- Proposal count

#### Payments

- Recent payments
- Recent payouts
- Past due payments

#### Messaging

- Messages awaiting review
- Recent messages

#### Tools & Resources

- Quick Actions bar
- Getting Started checklist

### Managing Multiple Dashboards

Once you've created multiple dashboards, switch between them by clicking All Dashboards in the upper right corner.

> Create specialized dashboards for different purposes — a morning check-in dashboard with upcoming events and new leads, a financial dashboard with revenue charts and payment tracking, or a weekly planning dashboard with calendar and proposal views.

→ Go to Dashboard

---

## How do I add custom contract terms for specific packages?

*Category: Contracts*

Some packages or add-ons may need different contract terms than your standard agreement. For example, an open bar package might need liquor liability language that doesn't apply to your other services. Custom terms let you add package-specific sections that only appear when that package is booked.

### A quick overview of how our contracts work

- You can add the text of your contract under Manage --> Business Settings --> Terms. This is where you main contract text is and it will be attached to the invoice of every booking.
- You can add an entire contract in the Optional Terms section and include it in specific packages
- The Token in the optional terms is a placeholder for using the optional terms in your main contract field
- To use the optional terms, simply paste the token for the terms you want to include into the main terms area
- You can leave the main terms box blank and include only the tokens for your optional terms to have specific terms

### First, decide if you want generic terms in the main terms section

If you have a standard contract that that applies to all packages, paste it's text into the main terms box under Manage --> Business Settings --> Terms. If you wish to have specific terms apply to each package, then follow the steps below

### How to Set Up Custom Terms

1. Go to Contract Terms.
2. Click Create Optional Section.
3. Give the section a descriptive name (e.g. 'Open Bar Liability').
4. Set a token (letters and underscores only, no spaces or dashes).
5. Assign the packages or add-ons these terms apply to.
6. Write or paste the custom terms in the text box.
7. Save your changes.
8. Copy the token from the optional section list.
9. Paste the token into the body of your main contract terms where you want the custom language to appear.

> Tokens can only use letters and underscores. No spaces or dashes.

### How It Works for Clients

When a client books a package that has custom terms assigned, those terms automatically appear in their contract. If the package doesn't have custom terms, that section is simply hidden.

### Watch: Dynamic Contract Terms

Custom terms are covered starting at 5:55 in this video.

→ Open Contract Terms

---

## How do I create and use discount codes?

*Category: Pricing*

Discount codes let clients enter a code during booking or on a proposal to receive a percentage or flat-rate discount. They're useful for promotions, referral incentives, returning client offers, or seasonal deals.

### Creating a Discount Code

1. Click New Discount Code.
2. Enter the code that clients will type (e.g. SUMMER25, REFER10).
3. Add an optional description for your reference.
4. Set the discount amount — flat rate or percentage.
5. Choose how the discount applies (see below).
6. Set optional validity dates and usage limits.
7. Click Save.

### How the Discount Applies

You have three options for how the discount is calculated:

- Each specific item — Applies the discount to every matching package, add-on, and backdrop individually. If there are multiple matching items, the discount is repeated for each one.
- Entire package & add-ons/backdrops — Applies the discount to each matching package including all its associated add-ons and backdrops as a group. Only applied once per package.
- Complete booking — Applies a single discount to the entire booking regardless of how many packages, add-ons, or backdrops are present.

> Discount codes do not apply to travel fees.

### Setting Validity Rules

You can control when and how a code can be used:

- First and last day valid — Set the date range when the code can be redeemed
- Valid dates based on — Choose whether dates refer to when the booking is made (booked date) or when the event takes place (event date)
- Valid days of the week — Limit the code to specific weekdays
- Proposal redemption — Allow or disable code usage on proposals
- Maximum redemptions — Set usage limit (leave blank for unlimited)

> Use event date validation for seasonal promotions ("10% off January events") and booked date for time-limited offers ("Book this week, save 15%").

For example, to offer a discount for events held in January, you would set the valid dates as Jan 1 to Jan 31 and base it on "Event date". The code can be used any time but will only work for events scheduled in January.

### Where Clients Enter the Code

During online booking, clients enter the code on the final step before signing and paying:

When accepting a proposal, the client enters the code in the Numbers section:

### Applying a Code to a Proposal Before Sending

You can apply a discount to a proposal before the client sees it — useful when you've already agreed on a discounted price.

1. Create the proposal first.
2. Scroll to the Payments and Balance section and click Edit.
3. Click Apply Discount Code in the upper right and enter the code.

The discount will appear on the client's invoice when they view the proposal.

→ Manage Discount Codes

---

## How do I create message templates?

*Category: Messaging*

Message templates save you time on common responses. Instead of typing the same follow-up email or event details repeatedly, you create it once and reuse it. Templates automatically fill in booking-specific details like client names, event dates, and package information.

### Creating a Template

1. Go to Automated Messages.
2. Click New Automated Message.
3. Scroll to the bottom and select Message Template.
4. Create your email template and click Save.

### Template Settings

#### Packages and Brands

By default, templates are available for all bookings and proposals. You can limit a template to specific packages or brands using the settings on the right side of the template editor. This is useful if you have different messaging for different services.

#### Review Before Sending

Templates send immediately by default. If you want to review each message before it goes out, change the setting to Yes under Review Messages. Messages awaiting review appear under Sales → Review Messages.

#### Dynamic Values

Templates can include dynamic values that automatically fill in booking-specific information like client names, event dates, package names, and pricing. Copy and paste the dynamic value fields directly into your email template. When you send the message, Check Cherry replaces them with the actual booking details.

### Using Your Template

From any booking or proposal, click New Message → Manual Message and select the template you want to use. The template populates with all dynamic values filled in automatically.

---

## How do I change the type of an existing appointment?

*Category: Bookings*

Plans change. A client might request video instead of phone, or want to meet in person instead of virtually. You can update the meeting type on any scheduled appointment without losing the time slot or having to reschedule.

### Why change meeting types?

Flexibility builds trust with clients. When someone requests a different format — maybe they'd prefer video over phone, or they want to meet at your studio instead of virtually — accommodating that preference shows you're easy to work with. It's also common for practical reasons: a client might realize they need to see examples in person, or their schedule changes and a phone call works better than driving to meet you.

### How to update the meeting type

1. Find the appointment you want to update.
2. Click to open the appointment details.
3. Change the Meeting Type to the new format (phone, video, in-person).
4. Click Save to confirm the change.

> The client receives an automatic notification about the meeting type change, so they know what to expect for your appointment.

---

## How do I add documents to a booking?

*Category: Bookings*

Sometimes you need to share files with your team or clients for a specific event — setup diagrams for staff, floor plans for the client, or insurance documents the venue requires. Documents attached to a booking stay organized with that event, so everyone involved can find what they need without digging through email threads.

### What Documents Are For

Documents work differently from photos in your gallery. These are files that relate to the logistics of a specific event:

- Setup instructions and equipment lists for your team
- Floor plans and venue layouts for clients
- Insurance certificates that venues require

> You can control who sees each document — just your staff, just the client, or both. This keeps internal setup notes private while sharing the client-facing materials they need.

### How to Upload Documents

1. Click Upload Files.
2. Select your documents (up to 50 MB per file).
3. Choose the visibility: Client & Staff, Staff Only, or Client Only.
4. Click Upload to save.

> You can also add documents to individual client profiles from their contact page. These show up across all their bookings and are useful for things like standing insurance certificates.

---

## How do I manage double-sided backdrops?

*Category: Packages*

Double-sided backdrops are two backdrops attached back-to-back, so when one side is booked, the other side can't be used that day. Availability rules prevent clients from booking both sides for the same event.

### Setting Up Availability Rules

> First, make sure each side of your double-sided backdrop is set up as a separate item in Backdrops.

1. Click Add New Rule.
2. In the Backdrops section, select the 2 backdrops that make up the double-sided backdrop.
3. Click Save to create the rule.

The availability rule links the two backdrops so when one is booked, the other is automatically made unavailable for that date.

### Multiple Copies of the Same Backdrop

If you have multiple copies of one backdrop and use them in different double-sided combinations, you need to create separate backdrop entries for each copy.

For example: You have 2 double-sided backdrops — red/white and blue/white. You have 1 red, 1 blue, and 2 white backdrops. Set up 2 separate white backdrop entries (like "White 1" and "White 2"). Then create one availability rule linking Red with White 1, and another rule linking Blue with White 2.

This way, clients can book the red/white backdrop and blue/white backdrop for the same event without conflicts.

→ Manage Availability Rules

---

## How do I disable online booking for a package?

*Category: Online booking*

Not every package belongs on your public booking page. Maybe you have a custom package you only offer to certain clients, or a premium service you prefer to sell through a conversation rather than self-service checkout.

1. Go to Advanced.
2. Under Online Booking Mode, select the option that fits how you want this package to work.

### Online Booking Options

When someone clicks on a package on your booking page, you can control what happens next:

- Allow Online Booking: The full self-service checkout experience. Clients choose options, sign the contract, and pay — all without you involved.
- Request for Proposal: Creates a lead and auto-generates a proposal for you to customize and send. Good for packages that need personalization.
- Display Lead Form: Shows a contact form specific to that package. The client fills it out and you follow up however you prefer.

### When to Use Each Option

Allow Online Booking works best for standardized packages where the client can make good decisions on their own. Think basic packages with clear add-on choices.

Request for Proposal is good for premium or complex packages where you want to customize the pitch. The system creates the proposal automatically based on the package, but you review and edit it before sending.

Display Lead Form gives you the most control. The client sees the package details and pricing, but has to contact you to move forward. You can ask package-specific questions on the lead form.

> You can also hide packages entirely by setting their status to Private or Archived in the main package settings. Private packages can still be added to proposals manually — they just don't show on your booking page.

---

## How do I hide backdrops on a specific package?

*Category: Packages*

Some packages need backdrop selection (like photo booths), while others don't (like DJ or photography services). You can control this on a per-package basis so clients only see backdrop options when relevant.

1. Select the package you want to edit.
2. Click the Advanced tab.
3. Scroll down to the Backdrops section.
4. Change the setting to No under "Does this package require the user to choose a backdrop?"

> This only affects online booking. When creating proposals manually, you can still add backdrops to any package regardless of this setting.

---

## How do I use questionnaires to collect event details?

*Category: Questionnaires*

After a client books, questionnaires help you collect the event details you need to deliver great service. Use them for timelines, song requests, vendor contacts, special dietary needs, or anything that helps you prepare.

### Creating Questionnaires

1. Go to Questionnaire Templates.
2. Click Create Questionnaire Template.
3. Click New Field and select a field type from the dropdown.
4. Continue adding fields for the information you need. You can also add more tabs to organize your questionnaire.

In the right sidebar, you can assign the questionnaire to specific packages, add-ons, or sessions.

> Set up automated email reminders so clients don't forget to fill out their questionnaires. When clients log in, they'll see all available questionnaires for their booking.

### Field Types

You can format your questionnaires with different field types to collect exactly what you need:

#### Formatting Options

- Header
- Sub header
- Separator
- Plain text
- Static image

#### Fillable Field Types

- Text field (single, double, triple, or quadruple line)
- Text box (larger text area)
- Dropdown list
- Radio buttons
- Checkbox
- Checkbox group
- Date field
- Time field
- File upload
- Image upload
- E-signature
- Song
- Song List
- Import Spotify Playlist
- Import YouTube Playlist
- Import Apple Music Playlist

### Advanced Features

- Make fields repeatable (clients can add multiple entries)
- Mark fields as required
- Set up conditional fields that only show when certain conditions are met
- Enable timeline fields (let clients set duration for specific items)

### Conditional Fields

Conditional fields are only shown if certain conditions are met. For example, show cocktail preferences only when someone books a bartending package, or ask about dietary restrictions only when catering is included.

> All criteria in a conditional field must have a value for the condition to work. For example: Event Overview (earlier question) Contains 50th. This question will only appear if the Event Overview field contains the text "50th".

### Video: How to Use Questionnaires

→ Go to Questionnaire Templates

---

## ACH Payment Failures

*Category: Payments*

ACH Direct Debit lets your clients pay directly from their bank account instead of using a credit card. The fees are lower (1.5% per transaction vs. 2.99% + $0.30 for cards), making it cost-effective for larger payments. But unlike card payments, ACH is not instant. That delay is where most of the confusion around failures comes from.

### How ACH Payments Work

When a client submits an ACH payment, the money does not move right away. The payment enters a "processing" state while the banking system verifies and transfers the funds. This typically takes 4-5 business days. During that time, the payment shows as "processing" in Check Cherry.

Some first-time ACH customers may also need to verify their bank account through microdeposits before the payment can begin processing. This adds a day or two to the timeline.

> Think of ACH like a check. When your client hands you a check, you don't know if it will clear until the bank processes it. ACH works the same way, just electronically.

### Why ACH Payments Fail

Because ACH payments take days to settle, a failure can show up several days after the client submitted payment. This is normal and is how the banking system works. It is not a Check Cherry issue.

Common reasons for ACH failures:

- Insufficient funds - the most common reason. The client's account did not have enough money when the bank tried to pull the funds.
- Account closed - the bank account is no longer active.
- Incorrect account details - the routing or account number was entered wrong.
- Bank rejection - the client's bank declined the transaction for another reason (fraud hold, account restrictions, etc.).

### What Happens Automatically

When an ACH payment fails, Check Cherry handles the bookkeeping for you:

1. The payment status is updated to reflect the failure.
2. The pending amount is removed from the event balance, so your books stay accurate.
3. You receive an email notification with the failure reason, payment amount, and a link to the event.

If the failed payment was part of auto-pay (a scheduled payment plan), auto-pay is automatically disabled to prevent repeated failed charges. Both you and the client are notified through the automated "Scheduled Payment Failed" message.

> There is no automatic retry for failed ACH payments. A new payment must be initiated by the client. This is by design, since retrying an ACH pull against a bank account that already rejected it would likely fail again and could incur additional fees.

### What You Should Do

When you get a failure notification, here is the best way to handle it:

1. Check the failure reason in the email notification. This tells you whether the issue is likely temporary (insufficient funds) or permanent (closed account, wrong details).
2. Reach out to the client to let them know the payment did not go through. Most clients are not aware of the failure yet.
3. Arrange an alternative payment. If the issue was insufficient funds, the client can retry ACH once they've confirmed the money is available. If the account details were wrong or the account is closed, they should use a different payment method.
4. For auto-pay failures, only re-enable auto-pay after the client has resolved the issue with their bank. Otherwise it will just fail again on the next scheduled date.

> Keep the conversation matter-of-fact. Most ACH failures are simple insufficient funds situations, and clients usually appreciate a quick heads-up rather than an awkward follow-up days later. Something like "Hey, your bank payment didn't go through. Want to retry or use a card instead?" works well.

### The Failed Payment Record

The original failed payment record is kept on the event for your records. It will not count toward the balance, but you can see it in the payment history. This is useful if you ever need to reference when the client attempted to pay or what went wrong.

### ACH vs. Credit Cards

|  | ACH Direct Debit | Credit Card |
| --- | --- | --- |
| Processing time | 4-5 business days | Instant |
| Transaction fee | 1.5% | 2.99% + $0.30 |
| Convenience fee | Applies if enabled | Applies if enabled |
| Failure timing | Days after submission | Immediate |
| Auto-retry on failure | No | No |

Most businesses offer both options and let the client choose. ACH makes sense for larger payments where the fee savings add up. For smaller amounts or time-sensitive payments, cards are usually better since you know right away whether the payment went through.

---

## How are Leads handled?

*Category: Leads*

A lead is someone who has shown interest in your services but hasn't booked yet. They might have filled out a contact form on your website, started booking online and didn't finish, or called you about an upcoming event. Tracking leads ensures no inquiry slips through the cracks.

### How Leads Enter Check Cherry

There are three ways leads get into your account:

- Lead forms — When someone fills out a Check Cherry contact form on your website
- Incomplete bookings — When someone starts booking online but doesn't complete the process
- Manual entry — Click Create New in the upper right, then select Lead

> The faster you reply, the more likely you are to book. Set up automated responses so leads get an instant reply, even when you're busy.

### Finding Your Leads

By default, only active leads that haven't been converted are shown. Use the filters in the left sidebar to display archived, converted, or spam leads.

Each lead card displays key information:

- Brand the lead belongs to
- Event date(s)
- Client name
- Package(s) selected
- Venue address (if provided)
- Booking source (online booking, lead form, manual entry)
- Date created

### Converting Leads

The Convert button lets you turn a lead into a proposal or booking:

- Convert to Proposal (date open) — Send a quote without reserving the date
- Convert to Proposal (date reserved) — Send a quote and hold the date
- Convert to Booking (confirmed) — Skip the proposal and create a confirmed booking directly

> Use proposals when the client is comparing options or when you want to present alternatives. Create a booking directly when they've already committed verbally and just need to sign and pay.

### Lead Actions

The Actions button on each lead provides options to:

- Edit lead details
- Flag as spam
- Disable automated messages
- Archive or delete the lead
- Add internal notes
- Create an appointment
- Set custom status
- Generate a 'continue booking' link to send to incomplete bookings

### Messaging Leads

The Messages button gives you access to:

- Send a new automated message template
- Send a custom manual message
- View message history for the lead

### Lead Details Page

Click on a lead card to see the full details page, which includes:

- Complete contact information
- Package details (if they selected one)
- Venue information
- Your internal notes
- Creation date and time
- Lead origin and specific form used
- IP address
- Estimated booking total
- Availability conflicts
- Other bookings on the same date

### Automated Follow-Up

Your account comes with automated message templates for leads. By scheduling a series of messages, you can create a drip campaign that follows up automatically.

> Most successful event pros have 3-4 automated follow-ups configured — an instant response, then follow-ups at 2 days, 1 week, and 2 weeks. This keeps you top-of-mind without manual effort.

---

## How do I set up discounts with Flex Pricing?

*Category: Pricing*

Flex Pricing discounts automatically apply percentage or flat-rate reductions based on rules you define — perfect for seasonal promotions, early booking incentives, weekday pricing, and volume discounts.

### Creating a Discount

1. Go to Flex Pricing.
2. Click New Discount or New Surcharge.
3. Enter the discount details and choose when it applies.
4. Save the discount.

### Discount Settings

- Name: A label to help you remember the discount. This appears on the client's invoice.
- Description: Additional context shown to clients about the discount.
- Discount Amount: The value of the discount.
- Discount Type: Choose flat rate (e.g. $50 off) or percentage (e.g. 10% off).
- Taxable: Whether the discount should be applied before or after tax calculation (only appears if you've set up tax zones).

### How Discounts Apply

Choose how the discount is calculated based on what's in the booking:

- Each specific item: Applies the discount to every matching package, add-on, and backdrop individually. If there are multiple matching items, the discount repeats for each one.
- Entire Package & Add-Ons/Backdrops: Applies the discount once per matching package, including all its add-ons and backdrops. Multiple packages get the discount applied to each package.
- Complete booking: Applies a single discount to the entire booking regardless of how many items are included. The discount only applies once, no matter what.

### Discount Rules

Rules determine when a discount kicks in. You can combine multiple conditions:

- Book date range: Apply if booked within specific dates (e.g. offer 10% off for bookings made this week).
- Event date range: Apply for events happening within certain dates (e.g. $100 off October bookings).
- Day of week: Apply for events on specific weekdays (e.g. $50 off weekday events).
- Days until event: Apply based on how far out the event is (e.g. surcharge for last-minute bookings).
- Booking total: Apply when the subtotal reaches a certain amount (e.g. 5% off orders over $1000).
- Venue location: Apply based on where the event takes place (e.g. charge extra for events in certain cities).
- User account: Apply the discount only for specific clients.
- End time: Apply based on when the event ends (e.g. late-night surcharge for events ending after 1am).

> By default, discounts apply to all packages. Click Edit next to any discount to assign it to specific packages only.

→ Go to Flex Pricing

---

## How do I integrate my Google Tag Manager?

*Category: Integrations*

If you run ads or need tracking that goes beyond basic analytics, Google Tag Manager (GTM) lets you manage all your pixels and tags from one place without touching code. Check Cherry connects to your GTM container and pushes booking and lead events to the data layer, so you can fire Google Ads conversions, retargeting pixels, and analytics off real activity on your booking pages.

If you only need Google Analytics, the direct Google Analytics integration is simpler. Reach for GTM when you're juggling multiple tags — Google Ads, Meta Pixel, analytics — and want to manage them in one container.

### Setting Up the Integration

First, you'll need your Container ID from Google Tag Manager:

> Paste only your Container ID (GTM-XXXXXXX) — not the full GTM snippet, and not a Google Analytics Measurement ID (G-XXXXXXX). Entering the wrong value here is the most common cause of a save error.

1. Log into Google Tag Manager and copy your Container ID from the top right (it looks like GTM-XXXXXXX).
2. Go to Integrations.
3. Find the Google Tags integration and click Enable.
4. Paste your Container ID and save.

> If you have multiple brands, each brand needs its own Container ID. The integration is configured per brand, so repeat these steps for each one.

### Data Layer Events

Check Cherry pushes events to the GTM data layer so you can trigger tags based on what happens on your booking pages.

> Check Cherry pushes these events to the data layer, but you still need to create the matching tags and triggers inside your GTM container to send them on to Google Ads, Analytics, or other tools. Connecting the container alone won't record conversions.

#### check_cherry_new_booking

Fires when a booking is confirmed (both proposals and online bookings). This is your main conversion event for tracking purposes.

- transactionId: Unique booking ID generated by Check Cherry
- transactionTotal: Total sale amount (includes tax, travel, and add-ons)
- check_cherry_booking_title: The booking title
- check_cherry_booking_id: The booking ID (same as transactionId)
- md5_hashed_email: MD5 hash of the client email
- sha256_hashed_email: SHA256 hash of the client email

The two hashed email fields let you send enhanced conversions to Google Ads or build Customer Match audiences without ever exposing a client's raw email — Google matches on the hash.

#### check_cherry_new_lead

Fires when contact information is collected during online booking (before payment). Use this to track how many people start the booking process.

- md5_hashed_email: MD5 hash of the lead email
- sha256_hashed_email: SHA256 hash of the lead email

> Use the check_cherry_new_booking event to track conversions in Google Ads. The transactionTotal field gives you the conversion value for ROAS reporting.

### Confirming it's working

After saving, open GTM's Preview mode and complete a test booking. You should see check_cherry_new_booking fire in the data layer. Once your tags and triggers are set up, the conversion registers in Google Ads or Analytics within a few minutes.

> Checking your booking site's source code for the container? While you're signed in to Check Cherry as an owner, admin, or staff member, your tracking tags are hidden on purpose — that keeps your own visits from skewing your data. Use GTM's Preview mode, or open your booking site in a signed-out incognito window, to see what real visitors get.

→ Open Integrations

---

## How can a client choose more than one artwork option?

*Category: Packages*

In Check Cherry, a design is one piece of artwork the client signs off on before their event: a photo booth overlay, a welcome screen, a print layout, a 360 intro or outro, a monogram, a corporate logo lockup, a step-and-repeat backdrop, custom signage. A booking can have several designs, and the client approves each one on its own.

> Each design on a booking is one approval. So the number of designs on a booking equals the number of finished artworks the client ends up with. Keep that in mind whenever you are deciding how to set something up.

### Where a design starts

Every design begins one of two ways, and you can mix both on the same booking.

- From a Design Collection — you build a library of starting-point templates and the client picks one. This is the way to go when you want to present a lot of polished options. Template services like Photo Booth Talk plug in here so your collections look professional right out of the gate.
- As a custom upload — you skip the library and upload artwork straight to the booking. Best when you have already talked through the look with the client, or the final art was created somewhere else. See Upload custom artwork directly to a booking.

> A template is only a starting point. After the client picks one (or you upload custom art), you customize it — swap in the couple's names, change the logo, adjust the colors — then upload the finished artwork for the client to approve. The template is never the final deliverable; the artwork you upload is.

### How a design gets approved

However it starts, every design moves through the same review loop:

1. The client picks a template from the collection, or you upload custom artwork to the booking.
2. You customize the artwork and upload the finished version.
3. The client reviews it and either approves it or requests a revision.
4. Once approved, it is locked in as the final artwork for that design.

Each step triggers its own email: a design revision request when the client asks for changes, and a design approval request when you upload finished artwork. Both are customizable. Because each design is approved independently, a client can sign off on the welcome screen today and the overlay next week without holding up either one.

### Offering the client a choice

A common goal is to give the client a few looks for one piece of artwork and let them pick their favorite, so they end up with a single final design. There are two ways to do it:

- A collection of templates — put several templates in one Design Collection and the client picks one as a starting point. Best when you want a deep, reusable, polished set of options, for example a library imported from Photo Booth Talk.
- A few custom versions — skip the collection and upload several artwork versions straight to the booking, then the client approves the one they like. Best for one-offs you have already talked through with the client. See Upload custom artwork directly to a booking.

> Do not confuse this with needing several finished artworks. Putting two items that both need approval, like a 360 intro and a 360 outro, as two templates in one collection will not work: the client can only approve one, and the other gets marked as rejected. If the client should end up with both, give each its own design instead, see Have a client approve several designs on one booking.

> Quick test: if the client should walk away with one of the options, they go in the same collection (or upload them as versions on one design). If they should end up with all of them, each needs its own design.

### Create a design collection

A Design Collection is a library of starting-point templates you present to clients. Build one when you want to offer a set of looks to choose from.

1. Go to Design Collections.
2. Click New Design Collection (or edit the sample collection that came with your account).
3. Give it a clear, specific name and click Create.
4. Add templates with New Template for individual uploads or Bulk Upload for several files at once.

> Name collections so the client knows exactly what they are approving. "Welcome Screen," "4x6 Print Layout," "2x6 Photo Strip," and "360 Intro Graphic" read far better in the client portal than "Design 1" and "Design 2."

### Import templates from third-party providers

Rather than upload everything yourself, you can pull in a ready-made library. Check Cherry integrates with several design template providers, including Photo Booth Talk.

1. Go to Integrations.
2. Find the Design Template integrations section.
3. Click Enable for the provider you want to use.
4. Follow the setup instructions for that provider.

Once a provider is enabled, return to Design Collections. You will see a new import button for each connected provider:

Click the button for the provider you want, then click Import Template Collection and make your selection:

### Organize templates with categories and layouts

Within a collection, categories (Spring, Birthday, Holiday) and layouts (2x6 strip, 4x6 print) help clients filter down to what they want faster.

1. Open a design collection and click the Categories tab.
2. Click Create New Category and name it.
3. Click the Layouts tab and add layout types that match your template formats.
4. Tag each template with the category and layout it belongs to so clients can filter by them.

> Some third-party providers limit editing, so not every organization option is available on imported collections.

### Collect details with Extra Questions

Extra Questions let you gather the customization details you need alongside the design choice: text for an overlay, a couple's names, a hashtag, color preferences. They show up to the client right where they pick their template, so the answers stay attached to the design.

1. Open a design collection and click the Extra Questions tab.
2. Click Add Question.
3. Choose the field type and whether the question is required.
4. Add as many questions as you need. You can also assign a question to a specific template so it only appears when that template is chosen.

### Assign collections to packages and add-ons

A collection only appears to the client once you assign it to the packages or add-ons it belongs with. When a booking is created on a matching package, the collection is added automatically and becomes a design the client can choose a template for.

1. Open a design collection and click the Settings tab.
2. In the packages and add-ons section on the right, click Edit.
3. Select which packages and add-ons should offer this collection, then save.

> Assign collections narrowly so clients only see what applies to them. A "360" collection assigned only to your 360 packages will not clutter up a standard photo booth booking. Attach a collection to an add-on and the design only appears when the client buys that upgrade.

### Apply changes to existing bookings

By default, edits you make to a collection only affect future bookings. Bookings that already exist keep what they had, so a client mid-planning does not see their designs shift. To push changes onto current bookings, use the Sync tab.

1. Open the collection and click the Sync tab. It sits in the row alongside View Templates, Settings, Categories, Layouts, and Extra Questions. (From the Design Collections list, it is the Sync... item in the collection's "..." menu.)
2. Review what is out of sync: Add to matching bookings and Remove from non-matching bookings, each with a count of affected bookings.
3. Leave the changes you want checked and click Perform Sync.

> The Sync tab only appears once you open a collection, not on the collection list page. Bookings where the client has already selected a template or you have uploaded artwork are left alone, so syncing never overwrites work in progress.

### Common needs

Most questions about designs come down to one of these. Pick the one that matches what you are trying to do:

- You want the client to approve several different designs on one booking (a welcome screen, an overlay, and a print template, or a 360 intro, outro, and audio track). See Have a client approve several designs on one booking.
- You want the client to pick just one design from a few options you offer (one overlay look out of three). See Offering the client a choice above.
- You want to skip the library and upload artwork straight to one booking (you already discussed the look, or the art was made elsewhere). See Upload custom artwork directly to a booking.

---

## How do I limit how many add-ons a client can select?

*Category: Packages*

A client tries to add 10 extra hours to a 3-hour booking. Setting quantity limits on add-ons prevents this and keeps bookings realistic.

### Setting Quantity Limits

1. Go to Add-ons.
2. Click on an existing add-on or click New Add On to create one.
3. In the add-on settings, find the Max quantity per booking field.
4. Enter the maximum number of this add-on that can be selected per booking.
5. Save the add-on.

> Most businesses set reasonable limits based on the service. For example: extra hours might be capped at 4-6, uplighting at 20-30 fixtures, or additional staff at 2-3 people.

### Add-on Pricing Options

When creating add-ons, you have several pricing structures to choose from:

- Flat Rate — fixed price regardless of booking details
- Per Unit — price multiplies by the quantity selected
- Per Hour — price multiplies by booking duration
- Multiply by Package Hours — hourly rate times the package length
- Multiply by Package Days — daily rate times the number of days the booking is made for

> If "Multiply by Package Hours or Days" is enabled, the price automatically adjusts based on booking duration. This works well for services like extra staff time or additional equipment that scales with the event length.

### Advanced Settings

Add-ons have several other configuration options:

- Unit pricing compatibility — multiply by package units for per-person services
- Extend booking length - extends the booking length by a specified amount of time
- Lead time requirements — require advance notice for certain add-ons
- Package assignment — control which packages can include specific add-ons
- Tax settings — apply sales tax if you have tax zones configured
- Extra Categories - if you have extra categories set up, they will appear below the Add On settings on the Advanced tab
- Gallery display — show the add-on in your website widget

→ Configure Add-ons

---

## How do I set up a Google Business Profile?

*Category: Getting started*

A Google Business Profile is a free listing that shows your business on Google Search and Google Maps. When someone searches for event services in your area, your profile can appear with your contact info, reviews, photos, and a link to your website.

### Why It Matters

Many of your potential clients will find you by searching Google — "photo booth near me," "wedding DJ in Phoenix," etc. Without a Google Business Profile, you won't show up in those local results. With one, you're visible on both Search and Maps, and clients can see your reviews, hours, and contact info at a glance.

### Setting Up Your Profile

1. Go to business.google.com and sign in with your Google account.
2. Click Add your business and enter your business name.
3. Choose your business category (e.g. "Event Planner," "Photo Booth Service," "Disc Jockey").
4. Add your location or service area — you can list a physical address or just the areas you serve.
5. Add your phone number, website URL, and business hours.
6. Verify your business — Google will typically send a postcard or call to confirm you're real.

> Use your Check Cherry booking page URL as your website link. This sends Google traffic straight to where they can book you.

### Getting the Most Out of Your Profile

- Add photos: Profiles with photos get significantly more clicks. Upload photos from past events, your setup, your team.
- Ask for reviews: After a successful event, send clients a direct link to leave a Google review. Check Cherry can automate this with a post-event email.
- Keep it updated: Update your hours for holidays, add new photos regularly, and respond to reviews (even the good ones).
- Post updates: Google lets you post updates, offers, and events directly on your profile. Use this to promote seasonal specials.

> Your Google Business Profile is separate from Check Cherry — you manage it at business.google.com. But you can link the two by using your Check Cherry booking page as your website URL and setting up an automated review request email.

---

## How do I see tips I have collected?

*Category: Reporting*

Wondering how much your team earned in tips last month? The Tips report breaks it down by booking so you can see who tipped and how much.

1. Go to Tips Report.
2. Set your date range to see tips from a specific period.
3. Use the Columns button to customize what data appears in the report.

> You can save the report and have it automatically sent via email on a regular schedule — perfect for monthly team payouts.

---

## How do I test the booking process?

*Category: Bookings*

Before you send your first real proposal or launch online booking, walk through the process yourself. You'll catch layout issues, confusing wording, and missing details before a client does — and fix them when it's low stakes.

### Creating test records

The Create New button in the top navigation lets you create test versions of anything in your business — proposals, bookings, leads, sessions, and appointments. Fill in realistic details, complete the flow, and then delete the record when you're done.

1. Click Create New in the top navigation.
2. Select what you want to test: Proposal, Booking, Lead, Session, or Appointment.
3. Fill in realistic test details and complete the process.
4. Review how everything looks from the client's perspective.
5. Delete the test record when you're done.

> Test with realistic details — a real event date, typical add-ons, and actual pricing. This gives you the most accurate preview of what clients will see.

### Testing online booking

For online booking specifically, you have two options depending on how thorough you want to be:

- Start Online Booking from the Create New menu — this runs you through the full client checkout experience, including package selection, add-ons, contract, and payment.
- Preview your booking page by visiting your booking URL directly. You can find it in your Package settings.

→ Create a test record

---

## What payment types can I accept and how do I set up payment methods?

*Category: Getting started*

Check Cherry supports several ways for clients to pay — credit card, ACH bank transfer, and manual methods like cash or check. You can enable as many as you like and configure each one separately, including whether to pass processing fees along to your clients.

### Getting to Payment Settings

### Credit Cards

Check Cherry Payments is the built-in credit card processor, available to businesses in the U.S. There are no setup fees, monthly fees, or hidden fees — just a flat rate of 2.9% + 30¢ per successful charge. You have the option to pass this fee along to your clients on a per-payment-method basis.

Enabling credit card payments also activates Google Pay and Apple Pay automatically — clients who have those set up on their device will see them as payment options at checkout.

Your first payout takes approximately 5-7 business days to process. After that, payouts typically arrive within 2-3 business days. Once your account has at least a 90-day payout history (measured from your first payout), you can also use Instant Payout from your Check Cherry Payments dashboard to get funds in minutes. An additional fee applies for instant payouts. See When will I receive my credit card payout? for more on payout timing.

### ACH Direct Debit

ACH lets clients pay directly from their checking account — a good option for larger balances where credit card fees would add up. The processing fee is 1.5% per transaction. Keep in mind that ACH payments take longer to clear than credit cards, sometimes up to 7 business days, so plan accordingly if timing matters.

To enable ACH, click Add Payment Option in your payment settings and select ACH Direct Debit.

### Other Payment Methods (Cash, Check, Cash App, etc.)

You can also add manual payment methods — like cash, check, or Cash App — for clients who prefer to pay outside the platform. These don't process money through Check Cherry; they just give the client instructions on how to pay you directly and let you track it in the system.

1. Go to Payment Settings.
2. Click Add Payment Option.
3. Enter the payment method name and any instructions for your client.
4. Configure the button color, then save.

### Tips, Due Dates, and Other Settings

At the bottom of the Payment Settings page, you can configure a few additional options that affect how clients experience the payment flow:

- When is final payment due? — Set the default due date for the remaining balance.
- What is the initial payment called? — Choose how the deposit or retainer is labeled for clients.
- Default proposal expiration. — Set how many days before a proposal expires by default.
- Tips. — Give clients the option to leave a tip when they make a payment.

> Enabling tips costs you nothing and is easy for clients to skip if they don't want to leave one. Most event professionals who enable it see tips come in occasionally without any extra effort.

### What Clients See

When a client clicks to make a payment — whether through a proposal, an online booking, or a payment reminder — they'll see all the payment options you have enabled. They choose their preferred method and complete the payment from there.

→ Go to Payment Settings

---

## How can I charge sales tax on my services?

*Category: Pricing*

Sales tax requirements vary by state and service type. Check Cherry can calculate and apply tax automatically so you do not have to do it manually on every booking.

### Setting Up Sales Tax

1. Go to Business Settings and click the Taxes tab.
2. Choose your tax method: automatic (TaxJar), flat rate, or state-specific.
3. Save your settings.
4. Click Try it Out to test your tax configuration.

### Tax on Packages

By default, all packages are taxable. The taxable toggle on each package only appears after you create a tax configuration. If you have packages that should not be taxed, go to the package settings and turn off the taxable toggle.

> You need to create a tax configuration before the taxable toggle appears on your packages.

### Tax Exempt Clients

If a client is tax exempt (like a government agency or nonprofit), you can mark their account so sales tax is never charged on their bookings.

1. Go to User Accounts and find the client.
2. Scroll to the Sales Tax section at the bottom of their profile.
3. Set it to Yes (tax exempt).

### Making a Single Booking Tax Exempt

You can also exempt a specific booking or proposal from tax without changing the client's account. Open the booking, click the tax line item, and toggle it off.

### Sales Tax Reports

To see how much sales tax you've collected, go to Reporting > Sales Tax.

### Tax Forms

Depending on your payment volume, you may receive a 1099-K form from Check Cherry covering payments processed through Check Cherry Payments. Sales tax collected is not included in the 1099-K.

### Watch: Sales Tax Setup

→ Open Business Settings

---

## How do I record a payment made outside of Check Cherry?

*Category: Payments*

A client hands you a check at the venue, pays through Venmo, or uses another method outside of Check Cherry. The money is in your account but Check Cherry doesn't know about it yet, so the booking still shows an outstanding balance. Recording the payment keeps your books accurate and stops payment reminders from going out for money you've already received.

→ Go to Bookings

### Recording the Payment

1. Open the booking that needs a payment recorded.
2. Go to the Invoice tab.
3. Click Add Payment.
4. Select the payment method (cash, check, Venmo, Zelle, other).
5. Enter the amount and the date the payment was received.
6. Click Save.

The booking balance updates immediately. If the payment covers the full amount, the booking shows as paid in full. By default, any automated messages you have set up for payments will be sent when you record the payment.

### Good to Know

- Manual payments are for record-keeping only — no money is processed through Check Cherry.
- The payment shows up in your Payment History report alongside credit card payments, so you have a complete picture of what you've collected.
- If you need to undo a manual payment, you can delete it from the Invoice tab.
- Most businesses find it easier to encourage online payment, but manual recording works well for last-minute cash payments at events.

> If you accept cash or check regularly, set them up as payment methods in Payment Settings so clients see them as an option during checkout.

---

## How do I charge for extra time?

*Category: Pricing*

The event is going great and the client asks for two more hours. Here's how to set up automatic extra hour billing and charge for that additional time.

### Option 1: Enable Extra Hours on Packages

The simplest approach is to enable extra hour billing on your packages. This lets clients book additional time at your hourly rate, with automatic pricing calculations.

1. Select the package you want to edit.
2. Open the Pricing & Scheduling tab.
3. Set Charge for extra hours? to Yes.

Once enabled, you can configure:

- Hourly rate for additional hours
- Number of hours included in the base price
- Minimum and maximum hours allowed for a booking

### Option 2: Create an Add-on for Extra Time

Add-ons give you more flexibility — you can offer different time increments (30 minutes, 2 hours) or different rates for different types of extra time.

1. Click New Add-on.
2. Name it something like "Extra Hour" and configure the pricing.
3. Choose Per Hour as the pricing structure so it scales with quantity.
4. Set Does this add-on extend the booking length? to Yes.

> Use Per Hour pricing so clients can choose exactly how many extra hours they want. The Flat Rate and Per Unit options work too, depending on how you want to structure your pricing.

### Adding Extra Time to an Existing Booking

When a client requests additional time during or after their event, you can add it directly to their booking.

1. Go to the booking and click the Invoice tab.
2. Click the three dots next to the package.
3. Choose Edit to modify hours, or add the extra time add-on as a line item.
4. Set the total number of hours or quantity of extra time.

> The client will automatically be charged for the additional time based on your configured rates. They'll receive an updated invoice with the new total.

---

## How do I view bookings in the app?

*Category: Mobile app*

The Check Cherry app for iOS and Android shows your upcoming bookings by default. Here's how to view past bookings and use filters to find specific events.

> Don't have the app yet? Download it for iOS or Android.

### Viewing Past Bookings

The bookings page shows future confirmed bookings by default. To see past bookings, tap the down arrow in the upper right next to Show All Filters.

Then tap on the Past box to see past bookings.

### Using Filters

The Show All Filters button helps you quickly locate specific bookings. You can sort by date, filter by brand, package type, booking status, assigned staff, and more. Tap Set Filters after making your selections.

> Use the search bar at the top to quickly find a booking by client name or event details.

---

## How do I import expenses?

*Category: Reporting*

If you have existing expenses in a spreadsheet, you can import them into Check Cherry in bulk instead of entering them one at a time.

### Importing Expenses

1. Go to Expenses.
2. Click the down arrow next to New Expense and choose Bulk Import.
3. Upload your CSV file and map the columns to the correct fields.
4. Review and confirm the import.

### Recurring Expenses

For expenses that repeat (like monthly subscriptions or insurance), set them up as recurring expenses so they are logged automatically.

→ Open Expenses

---

## How do I see how many bookings I have had?

*Category: Reporting*

Want to know how many events you booked this year? Or which package is your bestseller? The Most Frequently Booked report shows your booking totals and what's driving your business.

### Running the Report

1. Go to Reporting.
2. Select the Most Frequently Booked report.
3. Set your date range to see totals for the period you want.

The report defaults to showing packages, but you can view booking counts for other criteria:

- Add-ons
- Backdrops
- Extra Category items
- Staff
- Customers
- Referrers (requires referral tracking)

> The report updates daily. For accurate year-end numbers, wait until January 1st to run the report for the previous year.

### Year in Review

Each year, Check Cherry creates a Year in Review slideshow with highlights from your business data. You'll see a banner on your dashboard when it's ready, or access it directly:

yourbusiness.checkcherry.com/year_in_review/2024

→ Open Reporting

---

## How do I see my staff time off?

*Category: Reporting*

Planning your staffing for the month? The Time Off report shows who is unavailable and when, so you can schedule around it.

1. Go to Reports.
2. Select the Time Off report.

You can choose what information to include by clicking the Filter and Columns buttons, or download the report using the Download button in the upper right.

---

## How do I switch accounts in the app?

*Category: Mobile app*

Running two businesses on separate Check Cherry accounts? You can switch between them in the Check Cherry app for iOS and Android without logging out and back in.

> Don't have the app yet? Download Check Cherry for iOS and Android.

1. Tap the menu button in the upper right.
2. Tap Switch Account.
3. Enter the email address for the other Check Cherry account.

A verification code is sent to your email with the subject "Your <business name> Login Code." Enter that code to access the other account.

The verification email comes from notifications@businessname.checkcherry-mail.com and may take a few minutes to arrive.

---

## How do I use Zapier with leads?

*Category: Integrations*

New leads flowing into Check Cherry and you want them in your CRM or email tool automatically? Set up a Zapier trigger for new leads.

> Incomplete bookings create leads when the client enters their contact info but doesn't finish. These leads trigger after a brief delay to allow time for the client to complete the booking.

### Setting Up the Trigger

1. In Zapier, create a new Zap with Check Cherry as the trigger app.
2. Choose New Lead as the trigger event.
3. Select your Check Cherry account.
4. Configure the action with your other app.

> For general Zapier setup, see connecting Check Cherry to Zapier.

---

## How do I add my contract/terms?

*Category: Contracts*

A contract protects both you and your client by setting clear expectations about what you'll deliver, when payment is due, and what happens if plans change. In Check Cherry, every booking includes a digital contract that clients sign electronically.

### Adding Your Contract

1. Copy your existing contract text.
2. Paste it into the contract editor.
3. Add dynamic values like the event date, event time, and venue name using the tokens from the right sidebar.
4. Click Save.

### Available Tokens

These are the tokens you can use in your contract:

| Token | Description |
| --- | --- |
| <code>{{brand_name}}</code> | The name of the brand the booking belongs to |
| <code>{{booked_date}}</code> | The date the client booked (shows the current date when viewed before booking) |
| <code>{{event_date}}</code> | The event date. Multi-day events show a date range, and multiple bookings are listed together |
| <code>{{event_time}}</code> | The event start time (omitted for services booked by date only) |
| <code>{{event_deposit_due_date}}</code> | The date the deposit is due. This is the booking date, since deposits are due at booking; blank if there is no deposit |
| <code>{{event_final_due_date}}</code> | The date the final balance is due, based on your payment settings or the custom due date on the booking |
| <code>{{venue_address}}</code> | The venue's full address |
| <code>{{venue_name}}</code> | The venue's name |

Wondering why there's no client name token? See Why isn't there a client name token for my contract?

> You can only use the tokens provided in the sidebar — you cannot create custom tokens by typing terms inside {{ }}.

### Package-Specific Terms

Different services sometimes need different contract language. A photo booth rental might need different liability terms than DJ services. Use optional sections to add terms that only appear when specific packages are booked.

1. Click Create optional section in the right sidebar.
2. Give it a descriptive name and create a token.
3. Write the contract language that applies only to specific packages, or paste in the pre-typed text in the body of the optional terms.
4. Click Edit and select which packages will trigger these terms.
5. Copy the token and paste it into your main contract where you want these terms to appear.

When a client books a package that has optional terms assigned, those terms will automatically appear in their contract.

> You can also use optional sections to create entirely separate contracts for different service types. Create an optional section for each contract and use the tokens to include the appropriate terms.

### Counter-Signing Contracts

If you need both parties to sign the contract, you can add your signature after the client signs.

1. Go to the booking and click the Manage Booking button.
2. Select Edit Contract Terms.
3. Click the Add Counter Signature button on the contract.

Your signature will be added to the contract and immediately visible to the client when they view their booking.

### Customizing Terms for Individual Bookings

Sometimes you need to modify the contract terms for a specific booking or proposal. You can edit the terms without changing your master contract template.

1. Go to Bookings or Proposals and open the one you want to edit.
2. Click Manage Booking, then Edit Contract Terms.
3. Make your changes and click Save.

### Watch: Signatures and Contracts

→ Edit Your Contract Terms

---

## How do I add my packages to Check Cherry?

*Category: Packages*

The Package Manager is where your entire service catalog lives. Setting it up well means clients can browse, compare, and book without needing to call you.

→ Open Package Manager

### Package Structure

Packages are organized in three levels:

- Services: The top level. If you offer different types of work, each one is a service (e.g. "Photo Booth," "Bartending").
- Package Groups: Categories within a service (e.g. "Standard," "Premium").
- Packages: The individual offerings clients choose from, each with its own pricing.

### How Clients See Your Packages

The client journey through your packages depends on how many services and package groups you have. Here's what they see at each step:

#### Services Page

If you offer multiple services (like "DJ Services" and "Photo Booth"), clients start here. Each service appears as a tile with its image, name, and description. This page only shows if you have more than one service.

#### Package Groups Page

After selecting a service (or if you only have one service), clients see your package groups as tiles. Each tile shows the group name, description, and starting price. This helps clients understand your different tiers — like "Standard" vs "Premium" packages.

> If you only have one package group within a service, clients skip this page and go straight to the individual packages.

#### Individual Packages Page

This is where clients see your actual packages side by side. Each package shows its name, price, description, and key features. The layout makes it easy to compare options. Clients click "Book Now" on their chosen package to continue to scheduling and checkout.

> Most businesses start with 3-5 packages per service. Too many choices can overwhelm clients, while too few limits your ability to capture different budget levels.

### Scheduling Formats

Each package uses one of three scheduling formats:

- Date &amp; Time: Client picks a start time. Duration is based on your package settings. Best for hourly services.
- Date Only: Client just picks the date. Best for full-day services.
- Appointment Slots: You define available time slots and clients choose one. Best for mini sessions or consultations.

### Creating a Package

1. Go to Package Manager.
2. Click Add a Package (or edit the sample packages that came with your account).
3. Fill in the General tab with the name, description, and images.
4. Set the price and scheduling format on the Pricing &amp; Scheduling tab.
5. Choose a deposit amount (flat or percentage).
6. Set the status to Public when you're ready for clients to see it.

> Keep packages set to Private while you're still configuring them. Switch to Public when you're happy with how they look.

### Package Visibility

- Public: Visible on your online booking page.
- Private: Only you can add it to bookings manually. Useful for custom or invite-only services.
- Archived: Hidden everywhere. Use for packages you no longer offer.

> You can duplicate a package to create a new one based on an existing setup. Saves time when adding variations of the same service.

### Watch: Setting Up Packages

---

## How do I add my logo and brand colors?

*Category: Getting started*

Your logo and brand colors show up everywhere clients interact with your business — booking page, proposals, contracts, invoices, and emails. Setting them up takes just a few minutes and makes everything look professional and cohesive.

### Adding Your Logo and Colors

1. Go to Business Settings and click the Branding tab.
2. Upload your logo (recommended size: 660 x 120 pixels).
3. Set your primary color, navigation colors, and call-to-action button colors.
4. Add your website, address, and contact information.
5. Save your changes.

> You can also link your social media channels by adding their URLs in the branding section. These appear on your booking page and proposals.

### Multiple Brands

Each Check Cherry account can have multiple brands — useful if you run separate services or want different looks for different types of events.

1. In Business Settings, click Add Another Brand.
2. Set up the new brand's logo, colors, and details.
3. Click the Packages button to assign specific packages to each brand.
4. Save your changes.

> Multiple brands share the same Check Cherry account and bank payout destination, but each can have its own statement descriptor (what clients see on their credit card statement).

### Social Media Links

Add your social media URLs in the branding section to display them on your booking page and proposals. This helps build trust and lets clients see more of your work.

> For a complete walkthrough of all branding options, see Business Settings.

→ Open Business Settings

---

## How do I add/remove packages and/or add ons from a proposal?

*Category: Proposals*

### To send a proposal to the client:

- Click the Send Proposal button in the blue bar at the top of the proposal. You will have an opportunity to customize the email before you send it. You may add an attachment to the email. You can schedule the email to send later by checking the box at the bottom.
- You will have an opportunity to customize the email before you send it.
- You may add an attachment to the email.
- You can schedule the email to send later by checking the box at the bottom.

OR

- If you have a Twilio account and have integrated it with your CC account, you can send the proposal via SMS.

OR

- You can send a link to view the proposal to anyone by clicking the Copy Link button at the bottom of the Overview page. You can preview the proposal to see how the client will see it. Admins on the account can see when and where it was viewed.
- You can preview the proposal to see how the client will see it.
- Admins on the account can see when and where it was viewed.

### To add packages to a proposal

To add additional packages to a proposal, simply scroll down on the proposal and click the button to Add Another Package.

### To force add more add ons to a package and ignore availability

Click the Add On button in the overview, then click Quick Add to quickly select more add ons. The Quick Add method bypasses your availability, so if you wish to check for availability, just select from the add ons in the list, rather than selecting Quick Add

### If you need to make changes to the proposal before you send it:

You can choose a different package or event date by clicking the Edit button to the right of the package on the proposal.

By choosing Edit or Choose New Package, you can:

- Rename the event (give it a new title)
- Change the description of the package
- Choose a different package
- Change the preview image for this proposal only
- Choose a different date and/or start time
- Change the number of hours the event will run
- Change the price
- Make the event taxable or non-taxable
- Override the end time of the event

### Change the status of a proposal

By clicking the Status bar (purple bar at the top right of the proposal), you can change the proposal and/or Postpone it, which will hide it from your list of active proposals.

Available statuses:

- Proposal Date Open
- Proposal Date Reserved
- Confirmed Awaiting Signature
- Confirmed

> You can also permanently delete a proposal by clicking on the status bar

### Manage Booking button

The Manage Booking button on a proposal has a dropdown menu with many options for managing your proposal:

- Change Status
- Edit Title
- Edit Proposal Settings Change payment methods available on this proposal only Change the cover photo for this proposal only Change the tax rate for this proposal Allow the customer to add/remove add ons to this proposal Allow the customer to choose a backdrop for this proposal Allow the customer to choose the backdrop before accepting the proposal
- Change payment methods available on this proposal only
- Change the cover photo for this proposal only
- Change the tax rate for this proposal
- Allow the customer to add/remove add ons to this proposal
- Allow the customer to choose a backdrop for this proposal
- Allow the customer to choose the backdrop before accepting the proposal
- Edit the contract for this proposal only
- Adjust payments &amp; balance (takes you to the invoice)
- Adjust payment schedule
- Change Due Date
- Change Expiration Date
- Override Deposit Amount
- Reapply flex pricing
- Add a new design template
- Create an appointment for this client
- Duplicate the proposal (including alternatives)

### Quick Send

The Quick Send button allows you to send messages and manage automated messages about this booking.

### Clients

The Actions button in the Clients box allows you to manage the client(s) on the booking.

- Change/Remove Client accounts
- Edit Client details
- Send password reset
- Resend invitation to client portal
- Disable automated messages (for this client on this booking only)
- Hide pricing (for this client on this booking only)
- Impersonate client

Clients can be given access to the client portal, and can log in to manage the booking.

### Contacts

The Actions button in the Contacts box allows you to manage the contact(s) on the booking.

- Change/Remove Contact accounts
- Disable automated messages (for this contact on this booking only

Contacts can not be given access to the client portal and can only receive and send messages regarding the booking.

### Staff

The Actions button in the Staff box allows you to manage the staff on the booking.

- Change/Remove staff on this booking
- Add staff to this booking
- Impersonate staff assigned to this booking

### Referred by

If the client was referred to you by a customer or staff member, you can enter that person's name here to note who referred them.

### Additional Information

If you have Extra Questions set up, you can capture that information in this section. To add extra questions, go to Booking Engine, select Extra Questions and add your questions, then select "Only for lead forms or internal use".

Deliverables

The deliverables section allows you to include the link to the client's photo and/or video album, and send it out using message templates.

### Video - Managing Proposals

→ Manage Add-ons

→ Manage Automated Messages

→ View Proposals

---

## How do I track where my bookings come from?

*Category: Leads*

When a venue, past client, or business partner sends someone your way, referral tracking shows you which person made the connection. Each user in your account gets a unique referral code that credits them when someone books through their link.

> Referral tracking is for individual people who send you business. For tracking marketing channels like ads, social posts, or website traffic, use UTM tags instead.

### Enable Referral Tracking

Referral tracking is turned off by default. You'll need to enable it first.

1. Go to Referral Settings.
2. Enable Referral Tracking.
3. Save your changes.

### How Referral Tracking Works

Once enabled, every user in your Check Cherry account gets a unique referral code and URL. When someone books through that URL, you'll see which user referred the client.

To find a user's referral code, go to User Accounts and search for their name. Their unique referral code will be displayed there.

When someone books through a referral URL, the referring person's name appears on the booking's overview page.

### Watch: Client Referral Tracking

---

## How do I split payments between multiple people?

*Category: Payments*

When multiple people need to pay on the same booking — like parents covering half the cost while the couple pays the rest — you can share the payment link with everyone involved.

1. Open the booking.
2. Click the Make a Payment tab.
3. Copy the payment link at the bottom of the page.
4. Send that link to everyone who needs to make a payment.

Each person can use the same link to pay their portion. They'll see the total balance and can enter whatever amount they want to contribute.

> Anyone with the payment link can see the invoice balance, previous payment history, and make payments. The booking automatically tracks the total received regardless of who paid what amount.

→ Go to Bookings

---

## How do I change the image on a proposal?

*Category: Proposals*

The cover image on a proposal sets the first impression for your client. You can change it on individual proposals or set a default that applies to all proposals for a specific service.

### Change the Image on a Single Proposal

1. Open the proposal you want to edit.
2. Click Manage Booking.
3. Upload a new cover image in the image section.
4. Click Save.

### Set a Default Image for All Proposals

Instead of changing images one by one, you can set a default proposal image that automatically appears on all proposals for a specific service. This is configured in your package settings.

See service settings for details on setting default proposal images.

---

## How do I send text messages to clients?

*Category: Messaging*

A client texts you asking about their event, and you want to reply from Check Cherry instead of your personal phone. Text messaging through Twilio or Quo keeps all your communication in one place.

### Why use text messaging?

Text messages have much higher open rates than email. They're great for time-sensitive communication like day-of reminders, payment confirmations, and quick follow-ups. Many clients prefer a text over an email, especially for short updates.

> You can connect either Twilio or Quo — not both. Once one is enabled, the other option disappears. Both are paid third-party services that require their own account and a purchased phone number before connecting to Check Cherry.

### Connect a provider

Start by navigating to Integrations, then follow the steps for whichever provider you're using.

#### To Connect Twilio

1. Go to Integrations.
2. Find the Twilio integration and click Enable.
3. Enter your Account SID, Auth Token, and Phone Number SID.
4. Click Save to connect your account.

#### Finding your Twilio credentials

Your Account SID and Auth Token are on the main dashboard of your Twilio Console. To find your Phone Number SID:

1. Log in to your Twilio Console.
2. Expand the Phone Numbers menu in the left sidebar.
3. Click Manage, then Active Numbers.
4. Click on your phone number to open its properties.
5. Copy the Phone Number SID (starts with 'PN').

#### Set up webhooks to receive Twilio replies

To see incoming replies from clients inside Check Cherry, configure a messaging webhook on your Twilio phone number. In your Twilio phone number settings:

- Under A Message Comes In, choose Webhook.
- Set the URL to https://yourcompanyurl.checkcherry.com/webhooks/twilio/message_received — replace yourcompanyurl with your actual Check Cherry subdomain.
- Set the method to HTTP POST.

> If another platform is already handling incoming SMS on this phone number, adding the Check Cherry webhook will override that configuration.

#### To Connect Quo

1. Go to Integrations.
2. Find the Quo integration and click Enable.
3. Enter your Quo API Key and Phone Number.
4. Click Save to connect your account.

Your Quo API key is available in your Quo dashboard under account or developer settings.

#### Set up webhooks to receive Quo replies

To receive incoming replies from clients in Check Cherry, configure an inbound webhook in your Quo account settings:

- Log in to your Quo dashboard and go to Settings or Developer settings.
- Find the Inbound Webhook or Message Received URL field.
- Set the URL to https://yourcompanyurl.checkcherry.com/webhooks/quo/message_received — replace yourcompanyurl with your actual Check Cherry subdomain.
- Save your changes in Quo.

### Quiet hours

Quiet hours prevent automated text messages from going out during nights and weekends, so clients don't receive Check Cherry notifications at odd hours. Any message that would have sent during a quiet period is held and delivered once quiet hours end.

> Quiet hours apply to automated messages only — messages you send manually are not affected.

### A2P 10DLC registration (required for US numbers)

If you send text messages to US phone numbers using Twilio, carriers require you to register for A2P 10DLC (Application-to-Person 10-Digit Long Code). Without this registration, your messages will not be delivered.

A2P 10DLC is a carrier-mandated system that verifies your business identity and the type of messages you send. It provides better delivery rates and lower filtering risk than unregistered numbers. Registration is done through the Twilio Console — follow Twilio's guide: How do I register to use A2P 10DLC messaging?

#### Prepare your business information

- Legal business name: must match exactly with IRS or Secretary of State records.
- EIN / Tax ID: use your company's EIN, not your SSN (unless you're a sole proprietorship).
- Business type: accurately select LLC, Corporation, Sole Proprietor, etc.
- Website: provide a live, professional-looking site. Carriers often check it.
- Contact info: make sure your phone number and email are valid and monitored.

#### Describe your campaign clearly

- Use case: describe exactly what you'll send — for example: 'Booking confirmations, payment reminders, and customer service updates for event services.'
- Message samples: write samples that reflect real-world usage, including opt-out language ('Reply STOP to unsubscribe').
- Opt-in process: document how clients consent to receive texts (booking flow, contract checkbox, website forms, etc.).

#### Follow compliance rules

- Always provide clear instructions for STOP and HELP responses.
- Link to your Terms of Service and Privacy Policy where clients opt in.
- Avoid high-risk wording like 'Free $$$' or 'click here' in your messages.

#### Common reasons for rejection

- Using a DBA name instead of the official legal entity name.
- Submitting placeholder or non-functional websites.
- Copy/pasting generic message samples that don't reflect your real use cases.
- Forgetting to explain your opt-in process.

> Start small once you're registered. Ramp up your message volume gradually to avoid being flagged for unusual usage spikes.

### Troubleshooting undelivered messages

If your text messages show as undelivered, check your Twilio Console for error details. Go to the Monitor tab in Twilio and look at the Error Logs to see what went wrong.

Common causes include:

- Missing A2P 10DLC registration (messages to US numbers will be blocked).
- Invalid or disconnected recipient phone numbers.
- Twilio account balance is depleted.
- Message content flagged by carrier filters.

You can look up specific error codes in Twilio's error code reference to understand what each code means and how to resolve it.

#### Quo: not enough prepaid credits

If a Quo message fails with “The organization does not have enough prepaid credits to send the message,” your Quo (OpenPhone) prepaid messaging balance has run out. Add funds to your prepaid messaging balance in your Quo dashboard and resend.

This is separate from Automation credits (which power Sona features). Having Automation credits remaining does not cover sending text messages — SMS is paid from your prepaid messaging balance.

### 2 Types of Credits in Quo: Sona AI Credits and API Messaging Credits

1. Sona AI credits — 1,000 per month free with every plan. These are only for their Sona AI voice agent (answering inbound calls). About 10 AI

calls worth.

2. API messaging credits — A completely separate, prepaid bucket used for any SMS sent through their API. These are not included with your subscription and must be purchased separately. They run $0.01 per message segment, with bundles starting at $25.

### Getting help

For questions about your Check Cherry integration, reach out through the chat bubble in the lower right corner of the app.

For provider-specific issues like account setup, registration, or billing, visit the Twilio Help Center or the Quo support site.

---

## How do I change the images on my packages?

*Category: Packages*

Package images help clients visualize your services during online booking and appear on proposals. You can add images at three levels: services (what clients see first), package groups (categories), and individual packages.

### Adding Images to Packages

1. Go to Packages.
2. Click on the package you want to update.
3. Go to the General tab.
4. Click the image area to upload a file or choose from the Media Library.
5. Click Save.

> Accepted formats: .png, .jpg, .gif. Maximum file size: 10 MB.

### Service Images

The service image is what clients see first when they visit your booking page. If you have multiple services, clients choose between them before seeing package groups. If you only have one service, they go directly to your package groups.

To change a service image, click the settings gear in the service menu bar:

In the General Settings, choose and upload your image:

> Remember to click Save after uploading your image.

### Package Group Images

Package group images help clients navigate between different categories of packages (like "Wedding Packages" vs "Corporate Events"). Click the settings gear for the package group and upload an image:

### Media Library

Every Check Cherry account includes a Media Library with stock photos you can use. You can also upload your own images for convenient reuse across packages.

> The Media Library is accessible from any image upload area in Check Cherry. Upload once, use everywhere.

---

## How do I duplicate an appointment?

*Category: Getting started*

If you offer recurring consultations, tastings, or discovery calls, duplicating an appointment saves you from rebuilding the same setup from scratch every time. It copies all the details — date, time, type, and settings — so you can adjust just what needs to change.

### How to duplicate an appointment

1. Go to Appointments and open the appointment you want to copy.
2. Click Manage Appointment.
3. Select Duplicate.
4. Update the date, time, or any other details for the new appointment.
5. Save the appointment.

> Duplicating is especially handy when you run the same type of appointment repeatedly — like weekly phone consultations or recurring tastings. Set one up the way you like it, then duplicate as needed.

---

## How does the design template selection email work?

*Category: Messaging*

Design templates let clients pick their style from your curated options — photo booth layouts, invitation designs, or album covers. When they make a selection, both you and the client get automatic email notifications to keep the workflow moving smoothly.

### How the notifications work

The system sends different emails at different stages:

- Selection confirmation — tells the client their choice was received
- Approval request — notifies you when a client picks a template
- Revision notification — updates when changes are requested

These notifications are enabled by default and are part of the design approval workflow, so both sides stay in sync without manual follow-up.

### Customizing the email templates

You can edit the wording and timing of these notifications to match your brand voice.

1. Go to the System Templates tab.
2. Find the design template notification you want to edit.
3. Customize the subject line and message content.
4. Save your changes.

> Keep the notification emails brief and clear. Clients just need to know their selection was received and what happens next.

---

## How do I duplicate or delete a package?

*Category: Packages*

Built a new package and want another one just like it with a few tweaks? Duplicate it instead of creating from scratch. And if you have packages from years ago that you no longer offer, delete or archive them to keep things clean.

### Duplicating packages

Click the duplicate button on any service, package group, or package to create a copy with all its settings. The duplicate button appears on the right side of service and package group title bars, and at the bottom of individual packages.

- Duplicating a service copies the service, its package groups, all packages, and all settings.
- Duplicating a package group copies the group, its packages, and all settings.
- Duplicating a package copies just that package and its settings.

### Deleting packages

To delete a service or package group, click the settings gear in the title bar and scroll to the bottom of the settings screen. You'll find the delete link in the lower right corner.

To delete an individual package, open it from the package manager and click Delete Package on the right side.

> Deleting a service also deletes all package groups and packages within it. This cannot be undone.

---

## Set up Two-factor authentication for login

*Category: Getting started*

Two-factor authentication (2FA) adds a second layer of protection to your Check Cherry account. Even if someone gets your password, they still need access to your phone to log in. It takes about a minute to set up and is worth doing.

### How it works

When 2FA is enabled, logging in requires two things: your password and a verification code sent to your phone via SMS. Without both, access is denied — even with the correct password.

> If you share your account with staff members, each person manages 2FA through their own profile. Encourage anyone with admin access to enable it.

### Set up two-factor authentication

1. Click your name in the upper right corner of the app and go to My Profile.
2. Scroll to the More Options section on the right side of the page.
3. Click Two-Factor Authentication.
4. Enter your phone number and follow the prompts to complete the verification process.

> Make sure the phone number you enter is one you have reliable access to. If you lose access to that number, you may be locked out of your account. Contact support via the chat bubble in the lower right if that happens.

---

## How do I create a session?

*Category: Packages*

Sessions let you create a single event day with multiple bookable time slots. Photographers use them for mini sessions at a park, and photo booth operators use them for things like Santa photos. Clients book individual slots at a more affordable rate than a full booking.

### Creating a Session

1. Click Create New in the upper right corner of your account.
2. Select Session from the options.
3. Name the session, set the date, and configure your pricing.
4. Add time slots for clients to book.

### Managing Sessions

Once you have your session created, managing it is easy.

#### Overview Tab

From the overview page, you can manage all the key details of your session:

- Title and description of the session
- Status (Public, Private, or Disabled)
- Date and location
- Number of bookings per slot
- Full price and deposit amount
- Tax settings (if enabled)
- Background image for the booking page
- Brand assignment (if you have multiple brands)

You can also perform these actions from the overview:

- Add or remove time slots
- Edit slot times and capacity
- Add bookings manually
- Duplicate the session for future dates
- Add, edit, or remove staff assignments

> The Manage button on each booked slot lets you view booking details, reschedule appointments, or access the client's invoice for payments and refunds.

#### Terms Tab

Override the default contract terms for all slots in this specific session. This is useful when you need different terms for special events or locations.

#### Messages Tab

Send emails to individual session clients, either from scratch or using your pre-created message templates. This is handy for sending reminders or updates about the session.

#### Booking Page

Preview what clients see when they visit your session booking page. This opens in a new tab and shows available slots as they appear to clients. Share this link for clients to book their slot.

> Sessions work well for short, fixed-duration services like mini photo shoots or holiday photos. For ongoing appointment scheduling (consultations, calls), use Appointments instead.

→ Go to Sessions

---

## How do I create a multi-day booking?

*Category: Bookings*

Some events span multiple days — a weekend wedding, a multi-day corporate retreat, or a festival. Check Cherry handles these by letting you add multiple packages to a single booking, each with its own date and time.

### When to Use Multiple Packages

- A client needs the same service on two or more separate dates
- A wedding weekend with a rehearsal dinner on Friday and the reception on Saturday
- A multi-day corporate event with different services each day
- Different packages starting at different times (ceremony and reception services)

> Each package becomes a separate line item on the invoice. The client sees one booking with all their services, and you see the full picture in one place.

### Online Booking for Multi-Day Events

When online booking is enabled for multiple packages, clients can add more than one package during checkout. After selecting their first package, they see an option to add another.

A banner at the top of the package selection screen shows they're adding another package to their current booking. You can add as many packages as needed — each becomes a separate line item on the invoice.

#### Enable Multiple Packages for Online Booking

Clients can only book multiple packages online if you enable this setting:

1. Scroll down to the Multiple Packages section.
2. Enable the setting and click Save.

### Adding Packages to Existing Bookings

Whether you have a confirmed booking or a proposal, you can add more packages by clicking the Add a Package button below the existing packages:

> If events start at different times on different days, use packages scheduled for specific dates and times rather than "Date Only" packages. This way each package can have its own start time.

### Location Limitations

> Each booking can only have one location. If the client needs events at different venues, you'll need to create separate bookings or handle the second location as a note in the booking details.

If you need to apply travel fees for the secondary location, you can add them as a pricing adjustment directly on the invoice.

---

## How do I switch to my other brand?

*Category: Bookings*

If you run more than one brand under the same Check Cherry account, you can switch between them without logging out. Each brand has its own settings, packages, and client-facing pages, but they share the same account and login.

> Brands share a single Check Cherry account and bank payout destination. If your two businesses use separate bank accounts, you'll need a separate Check Cherry account for each — check out the referral program for a discount on a second account.

### Ways to Switch Brands

There are three ways to switch between brands:

#### 1. Brand Switcher Widget

The easiest option on desktop is the brand switcher widget, which appears in the corner of your screen. Click it to see all your brands and jump to any one of them.

#### 2. Direct URL

Each brand has its own URL. You can type the URL for the brand you want directly into your browser address bar to switch to it.

#### 3. Website Integration Page

You can also switch brands from the Website Integration page using the brand switcher button there.

> If you frequently work across multiple brands, bookmarking each brand's URL in your browser is the fastest way to switch between them.

---

## How do I create a booking with multiple slots (Sessions)?

*Category: Packages*

Sessions let you sell individual time slots within a single day or event. Think mini photo sessions at a park, Santa photos over a weekend, or consultation appointments. Clients book and pay for their specific slot at a lower price point than your full packages.

### Creating a Session

1. Click Create New in the upper right corner
2. Choose Schedule with Time Slots
3. Give your session a title and description
4. Fill out the details (date, time range, slot duration, breaks between slots)
5. Click Save to complete the setup

The slots will auto-populate based on your settings. The number of available slots depends on the total session length, how long each slot runs, and the buffer time between slots.

### Allowing Multiple People to Book the Same Slot

By default, each slot accepts one booking. But some use cases call for multiple clients booking the same time slot — for example, five families each signing up for the same 15-minute Santa photo slot, or a dozen people registering for the same two-hour mixology class. You can set "How many bookings per slot" to more than one so the slot stays open until it fills up, then closes automatically when booked out.

To set a per-slot capacity, open the session and edit the slot settings. There you can specify how many bookings are allowed before a slot is marked as full.

> This works equally well for back-to-back individual slots (like Santa photos) and single long-duration slots (like a class). If you have one two-hour class that 12 people can all attend, just create a single slot and set the capacity to 12.

### Editing the Contract

Sessions use your default contract terms. You can customize the contract for a specific session by going to that session and clicking the Terms tab.

> Contract changes only apply to that specific session. New sessions will still use your default terms from Contract Terms.

### Publishing Your Session

Once your session is set up, make it bookable by clicking Manage Booking from the overview page and copying the shareable link. Share this link on social media, your website, or directly with clients.

> Sessions work great for seasonal offerings, location-based shoots, or any time you want to offer shorter, more affordable appointments alongside your full packages.

→ Create a Session

---

## How do I charge a saved card?

*Category: Payments*

A client's final balance is due and they already have a card on file from their deposit. You can charge it without asking them to enter their card details again.

### How to charge a saved card

1. Go to Bookings.
2. Click on the booking.
3. Click Make Payment.
4. Select the saved card from the dropdown at the top of the payment methods list.
5. Enter the amount and process the payment.

> The cardholder will automatically receive a receipt when you process the payment. For details on how cards get saved, see saved payment info.

→ Go to Bookings

---

## How do I review emails before they are sent?

*Category: Messaging*

An automated thank-you email is about to go out, but you want to personalize it first. Setting messages to review mode lets you check and edit each one before the client sees it.

### Enabling Review

1. Select the email you want to edit.
2. Click the menu button to the right of the message and select Edit.
3. In the right sidebar, click Yes under Review Messages.
4. Click Save on the email.

### Reviewing Queued Messages

Once a message is scheduled for review, you can find it under Sales → Messages → Awaiting Review. From there you can send, edit, or delete each message before it reaches your client.

> Emails sent to your admin or login email address will be delivered normally to your inbox. Keep in mind that email replies on messages sent from the business owner to the business owner will not appear in your inbox.

### Scheduling Emails for Later

When replying to a message, you can schedule it to be sent at a later date and time by selecting the send later option at the bottom of the reply screen.

---

## How do I create song playlists?

*Category: Questionnaires*

A song list is a reusable library of tracks your clients can pick from when you ask them for music selections. Build a curated list once, then attach it to questionnaire fields or to design template questions across every booking. Most operators end up with several lists for different moments of a wedding or event: first dances, parent dances, ceremony processionals, popular reception songs, party closers.

Lists live in the song library, separate from any individual questionnaire. That means you can update a list in one place and every questionnaire field pointing at it sees the change.

### Where song lists live

Song Lists sits as a tab inside Questionnaire Templates because that is where it was first used. The lists themselves are usable anywhere we ask a client to pick a song, including design template extra questions for 360 photo booths.

### Start from a Check Cherry sample

The fastest way to get going is to start from one of the sample lists Check Cherry provides. They cover common categories like first dance, father-daughter, mother-son, and reception favorites. The samples are generic on purpose. Most people import one as a starting point and then customize it to match what they actually play.

1. Go to Song Lists.
2. Click Create New List.
3. Under Check Cherry Samples, find a sample that fits and click Import.
4. Open the imported list and edit it down to the songs you actually want to suggest.

> If you want every sample to be available, click Import all at the top of the samples section. You can prune the ones you do not need afterward.

### Import from Spotify, Apple Music, or YouTube Music

If you already have a playlist on Spotify, Apple Music, or YouTube Music, you can pull it straight into a song list by pasting the playlist URL. Check Cherry talks to each service in the background, reads the tracks, and shows you a preview before anything is saved. This is the fastest way to get a real list into the app.

1. Go to Song Lists and click Create New List.
2. In the Import Playlist panel, click Spotify Playlist, Apple Music Playlist, or YouTube Music Playlist depending on where your playlist lives.
3. Paste the playlist URL.
4. Choose where to put the tracks: Create a new list, or pick an existing list to merge them into.
5. Click Import. The import runs in the background while we fetch the tracks.
6. When the preview loads, review the tracks Check Cherry found. Tick Attempt to merge duplicates if you are importing into an existing list and want to skip songs that already match on artist and song name.
7. Click Perform Import to save the tracks to your list.

> Each import brings over track name, artist, album, cover art, and a preview link back to the original service. Once imported, songs behave like any other entry on a song list, including reordering and editing.

> Private or algorithmically generated Spotify playlists (Discover Weekly, Daily Mixes, friends-only playlists) cannot be accessed through the Spotify API and will fail with a not-found error. Make the playlist public, or copy its tracks into a public playlist of your own, before importing. Apple Music and YouTube Music playlists need to be publicly accessible too.

### Import from a CSV file

CSV upload is the catch-all for any source that is not directly supported, or for moving songs in bulk from a spreadsheet you already maintain. You can also use it to round-trip an existing list: download as CSV, edit in a spreadsheet, and re-upload.

1. From Song Lists, click Create New List and then CSV File in the Import Playlist panel. To add to an existing list, open that list and click Bulk Import.
2. Upload your file. Check Cherry will read the header row and let you map each column to a song field (track name, artist, album, preview URL, notes). Columns you do not need can be left unmapped.
3. Review the preview, then click Perform Import.
4. If you imported into an existing list, the uploader skips songs that already match on track name and artist.

> To download an existing list as a CSV, open the list and click the download icon next to the title. Useful for editing in a spreadsheet, sharing with a co-host, or moving songs between accounts.

#### Converting from an unsupported service

If your music lives somewhere we do not yet support directly (Tidal, Deezer, Amazon Music), or if you have a private or algorithmic Spotify playlist the API cannot reach, a third-party converter like Soundiiz can read the playlist and give you a CSV file you can upload here. Check Cherry has no integration with Soundiiz; it is one option among several and we do not endorse a specific tool, but it is the workflow most people use for sources outside the three we import directly.

### Build a list from scratch

1. Go to Song Lists.
2. Click Create New List.
3. Give the list a clear title (clients will see it, so use names like Father-Daughter Dance not FDD v2) and click Create List.
4. Click Add Song to add tracks one at a time.
5. Drag songs to reorder them, or use the search box to find a specific track in a long list.
6. Click Save Changes when you are done.

#### What goes on a song row

- Track name and artist (required).
- Album (optional but helpful for disambiguating covers and live versions).
- Preview URL from Spotify, Apple Music, YouTube, or SoundCloud. When this is set, clients can click play and hear a snippet without leaving the page.
- Notes for anything you want the client to know about the track.

> Adding a preview URL is the single biggest quality-of-life upgrade for clients. Hearing the song removes the will-this-be-the-right-version anxiety and cuts down on back-and-forth. Imports from Spotify, Apple Music, and YouTube Music fill this in automatically.

### Naming and organizing lists

List titles show up in two places: the admin dropdown when you attach a list to a field, and (on some field types) as a header above the suggestions clients see. Use names that read well in both contexts. Father-Daughter Dance Ideas is better than FD Suggestions 2024.

There is no folder structure for lists. Most operators end up with 5 to 15 lists organized by moment (ceremony, first dance, dinner, dancing) rather than by genre. Start small. You can always add more.

> Editing a song list updates it everywhere it is used. If you remove a song from a list, future clients will not see it on questionnaires that reference that list. Past responses are unaffected.

---

## How do I duplicate a booking or proposal?

*Category: Bookings*

A client wants the same setup as last year, or you need to create several similar proposals for different dates. Duplicate an existing one instead of starting from scratch — it copies all the packages, add-ons, and settings while letting you change the date and client details.

1. Open the booking or proposal.
2. Click Manage Booking.
3. Select Duplicate this Booking / Proposal.
4. Choose the status for the new booking (Date Open, Date Reserved, Confirmed, or Confirmed Awaiting Signature).
5. Update the date, client info, and any other details.

> When you duplicate a proposal with alternatives, all alternatives are copied to the new proposal. See booking statuses for details on which status to choose.

---

## How do I deactivate a package or service?

*Category: Packages*

Sometimes you need to hide packages from clients — maybe it's off-season for a service, or you're still configuring a new package. You can deactivate entire services, package groups, or individual packages.

### Deactivating a Service or Package Group

To hide an entire service or package group from clients, click the eye icon in the service or package group title bar. This toggles visibility for everything in that section.

### Deactivating Individual Packages

To hide a specific package, click the Public tag on the package and change it to Private or Archived.

> Private packages are hidden from online booking but can still be manually added to bookings and proposals. Archived packages are completely hidden and cannot be used anywhere.

---

## How do I use Zapier with bookings?

*Category: Integrations*

Automate your post-booking workflow — send booking details to a spreadsheet, update your CRM, or notify your team through Zapier.

### Available Triggers

- Event marked complete: Fires when a booking is marked as complete.
- New confirmed event: Fires when a new booking is confirmed.
- Event cancelled: Fires when a booking is cancelled.

### Setting Up

1. In Zapier, create a new Zap with Check Cherry as the trigger app.
2. Choose the booking trigger event you want.
3. Select your Check Cherry account.
4. Configure the action with your other app.

> For general Zapier setup, see connecting Check Cherry to Zapier.

---

## How do I run a profit and loss report?

*Category: Reporting*

Tracking profitability is essential for any business, but many event professionals only look at revenue without considering expenses. A profit and loss report shows the complete picture — how much you made minus what it cost to deliver those services.

Check Cherry's P&amp;L report gives you a clear breakdown of revenue, expenses, and net profit for any date range. You can drill down into specific cost categories or get a high-level view of your business performance.

### Running the P&L report

1. Go to Reporting.
2. Select your date range at the top of the page.
3. Review your revenue, expenses, and net profit breakdown.

The report shows revenue from all completed bookings and expenses you've logged in Check Cherry during that period. You can filter by specific months, quarters, or custom date ranges to analyze performance over time.

> Run this report monthly to track trends and spot issues early. Many businesses find their expenses creep up without them noticing — regular P&amp;L reviews help keep costs in check.

> The accuracy of your P&amp;L depends on logging expenses as they happen — gas, equipment, supplies, venue fees, subcontractor payments. Missing expenses will make your profits look higher than they actually are.

---

## Where do I find messages awaiting review?

*Category: Messaging*

Messages set to "review before sending" appear in a queue where you can approve, edit, or delete them before they go out.

### Finding the Review Queue

The first tab shows messages awaiting review. From here you can:

- Send the message
- Edit the message and add attachments
- Delete the message
- Send or delete all messages at once

### Deleting Individual Messages

To remove a single message from the queue:

### Bulk Actions

Use the buttons at the top to send or delete all queued messages at once:

> If you regularly need to edit messages before sending, consider updating your message templates to reduce the need for manual review.

---

## Mobile Bartender Checklists

*Category: Getting started*

When you're running a mobile bar, a forgotten shaker or a missing lighter can throw off the whole night. Checklists in Check Cherry let you attach a repeatable set of tasks and packing items to every event — so your team shows up prepared every time, without relying on memory.

The examples below are a starting point for a mobile bartender setup. You can copy these into your own checklist templates and adjust them to match how your business actually operates.

### Setting Up Checklist Templates

Checklist templates are reusable lists that get attached to bookings automatically. You can create separate templates for different purposes — packing, pre-event tasks, post-event follow-up — and assign them to the right event types.

> Pre-event task checklists can be set to auto-create a few days before each event. That way, reminders like 'purchase ice' and 'confirm with client' appear at the right time without anyone having to remember to add them.

### Suggested Checklists for Mobile Bartenders

#### Event Bar Kit

The core toolkit that needs to be in the truck for every event. Run through this before you leave the shop.

- Shakers
- Jiggers
- Strainers
- Bar mats
- Garnish tongs
- Ice scoop
- Wine key
- Tip jar
- Prep gloves
- Menus
- QR tip sign

#### Bar Equipment

Larger equipment and furniture items to load and confirm before departure.

- Bar furniture
- LED back bar and front bar
- Ice chest
- Foldable wagon
- iPad for digital menu

#### Mixers & Garnishes

Fresh items to pick up the day before the event.

- Lemons
- Limes
- Olives
- Oranges
- Cherries
- Pineapple
- Edible toppers

#### Emergency Backup Kit

The small stuff you don't think about until you need it. Keep this stocked and in the truck permanently.

- Band-aids
- Lighters
- Command strips
- Batteries
- Hand sanitizer
- Stain remover
- Sewing kit
- Bottled water for the team

#### Pre-Event Tasks

Administrative and logistics tasks to complete in the days leading up to an event.

- Finalize bar menu
- Confirm details with client
- Confirm with staff
- Purchase ice
- Load truck

#### Post-Event Tasks

Follow-up items after the event wraps. A quick thank-you and a review request go a long way — and they're easy to forget when you're tired after a long night.

- Send a thank-you message to the client
- Ask for a review

> You can automate the post-event thank-you and review request using Check Cherry's automated messaging. Set it once and it sends itself after every event. See the messaging articles for details.

→ Go to Automated Messages

→ Go to Checklists

---

## How do I make adjustments to an invoice?

*Category: Bookings*

After a booking is created, you often need to adjust the invoice — adding services, applying discounts, correcting tax rates, or changing the billing address. All invoice changes happen on the booking's Invoice tab as soon as you make the change.

### Common Invoice Adjustments

- Client adds extra time or services after booking
- Apply a discount code or negotiate a price reduction
- Correct the tax rate for the event location
- Change who the invoice is addressed to (individual vs. company)

> The invoice is automatically created for the person listed as the Client on the booking. To change who receives the invoice, just click the client name on the Invoice tab.

### Changing Package Prices

1. Go to the Invoice tab of the booking.
2. Click the ellipses (...) next to the package total.
3. Choose Edit or Choose New Package.
4. Enter the new price in the Override Price field.

### Adjusting Tax Rates

You can edit the tax rate directly on the invoice if the default rate is incorrect for the event location.

### Adding Packages or Add-Ons

1. Go to the Invoice tab of the booking.
2. Click the plus sign next to your company logo.
3. Choose to add another package or add-on.

### Applying Discounts and Surcharges

1. Go to the Invoice tab of the booking.
2. Click the plus sign next to your company logo.
3. Select Apply Discount Code or Add Pricing Adjustment.

### Sending Invoices

Once you've made your adjustments, you can send the updated invoice to your client via email or text using the link at the bottom of the invoice page.

> Text messaging requires SMS to be set up in your account. Most businesses send invoices by email.

---

## How do I disable automated messages for a specific client?

*Category: Messaging*

Sometimes you don't want a client to receive automated messages — maybe they're a repeat customer who doesn't need the welcome sequence again, or they've specifically asked not to receive certain communications. You can disable automated messages for individual clients without affecting your settings for everyone else.

1. In the Clients or Contacts section, find the person you want to stop receiving automated messages.
2. Click Actions next to their name.
3. Select Disable automated messages for this client.

> This setting is booking-specific. If the same client has multiple bookings with you, you'll need to disable messages on each booking separately.

> Disabling automated messages only stops the system-generated emails. You can still send manual messages to the client anytime through the Messages tab.

→ Go to Bookings

---

## How do I prevent last-minute bookings?

*Category: Online booking*

Someone tries to book your services for an event tomorrow, but you need at least a week to prepare properly. Lead time settings prevent these last-minute bookings automatically, so you only get inquiries you can realistically handle.

### Setting Minimum Lead Time

1. Find How much lead time do you need before a booking?
2. Enter the minimum time needed, from 3 hours to 1 month.
3. Click Save.

> If you set lead time to 1 week, clients cannot book events with dates less than 1 week away. Most event professionals use 3-7 days depending on their prep requirements.

### Maximum Booking Window

You can also limit how far into the future you accept bookings. This is useful if you don't want to commit to events more than a year or two out.

1. Find What is the furthest out you will accept a new booking?
2. Set your maximum booking window, from no limit to 3 years.
3. Click Save.

> Most businesses either set no limit or cap bookings at 2-3 years. Wedding photographers often use longer windows, while corporate event services might prefer shorter ones.

---

## How do I send appointment notifications?

*Category: Bookings*

Clients expect a confirmation when they schedule a meeting with you, and a reminder before it happens. Check Cherry handles this with automated appointment emails.

### Default Appointment Messages

The most commonly used appointment message templates are already enabled when you set up your account. These include confirmation emails when someone books and reminder emails before the appointment.

### Customizing Appointment Notifications

1. Go to Automated Messages.
2. Click the Other tab on the left to see appointment templates.
3. Click Edit on any template to customize the content.

### Adding More Appointment Templates

Many additional message templates are available but not enabled by default. You might want follow-up emails, cancellation notices, or reschedule confirmations.

1. From Automated Messages, click New Message.
2. Select the appointment template you want to add.
3. Edit the content if needed.
4. Click Save to activate it.

> To enable any disabled template, just open it and click Save. The template will appear in your active list under the Other tab.

---

## How do I change the order my packages show up in?

*Category: Packages*

Clients see your packages in the order they appear in the Package Manager. Put your most popular package first — most people pick the first option they see.

1. Go to Packages.
2. Click the menu button (three dots) for the package group you want to reorder.
3. Select Reorder packages.
4. Change the sort order to Manual.
5. Use the sorting arrows to arrange your packages in the order you want them to appear to clients.

---

## How do I refund a credit card payment?

*Category: Payments*

Sometimes you need to return money to a client — a cancelled event, a service change, or a billing correction. Check Cherry handles refunds through your payment processor for credit card payments, while manual payments (cash, check) need to be refunded directly to the client.

> Before processing any refund, check your contract terms. Most event professionals keep a portion of the deposit for cancellations within certain timeframes. Consider offering a credit or date change instead — many clients prefer to reschedule rather than lose their deposit.

### Types of Refunds

- Credit card refunds — processed automatically through Check Cherry Payments back to the original card. Takes 5-10 business days to appear on the client's statement.
- Manual refunds — for cash, check, or other payments made outside Check Cherry. You handle returning the money directly and record the refund in Check Cherry for your records.

| Payment Type | Refund Method | Processing Time |
| --- | --- | --- |
| Credit Card | Automatic via Check Cherry | 5-10 business days |
| Cash | Manual return + record in app | Immediate |
| Check | Manual return + record in app | Immediate |

### Refunding Credit Card Payments

Credit card refunds can be full or partial and are processed back to the original payment method.

1. Go to the Invoice tab of the booking.
2. In the Payments section, click Start a Refund next to the payment.

1. Enter the refund amount (or select full refund).
2. Add a credit note to adjust the booking balance.
3. Confirm the refund.

The refund is processed immediately and a credit note is added to balance the books. If you're refunding the entire amount, the booking balance returns to zero.

### Refunding Manual Payments

For cash, check, or other manual payments, you first return the money to the client directly, then record the refund in Check Cherry.

1. Go to the Invoice tab of the booking.
2. Click Add Payment in the Payments section.
3. Select Record Manual Refund.
4. Enter the refund amount and any notes.

> Check Cherry cannot send money back for manual payments — it only records that the refund happened. You're responsible for returning the funds through whatever method the client originally used.

### What If a Credit Card Refund Fails?

Once a credit card refund is processed, it cannot be cancelled. The money is already on its way to the client's bank. If the client's card is closed or expired, here's what typically happens:

- If the client still has a relationship with the bank (like a new card number), the bank usually forwards the refund to their new account.
- If the account is completely closed, the bank may accept the funds and mail a check to the client.
- If the bank rejects the refund, the money will eventually bounce back to your account (usually within a week).

If the refund bounces back, you'll need to return the money another way — typically by mailing a check. Don't process another refund until you confirm the original one failed.

If the refund doesn't bounce back, the client will need to contact their bank directly for help locating the funds.

---

## How do I change my bank account for payouts?

*Category: Payments*

Switched banks or want payouts going to a different account? You can update your bank details directly from your payment settings.

→ Go to Payments Dashboard

1. Click Update to open your Payments Dashboard.
2. In the Payments Dashboard, click Update next to your bank account.
3. You'll be prompted to sign in to your bank to authorize the account change.
4. Follow your bank's verification process to connect the new account.

---

## How do I prevent a client from making changes to a booking?

*Category: Bookings*

Once a client books with you, they might want to change add-ons, reschedule, or even cancel. The Change Policy lets you set the rules for what clients can modify and when — so you stay in control without manually managing every request.

1. Go to Change Policy.
2. Configure the settings for each booking type: Online Booking, Proposals, Bookings, and Questionnaires.
3. Click Save Changes.

### Online Booking Settings

These control when clients can book through your online booking flow:

- Minimum lead time: How far in advance clients must book (e.g., at least 3 days before the event)
- Maximum lead time: The furthest out you'll accept bookings (prevents bookings years in advance)

### Proposal Settings

These control what clients can modify before accepting a proposal:

- Add/remove add-ons: Whether clients can modify add-ons before accepting (can be overridden per proposal)
- Add/remove extras: Whether clients can modify extras before accepting
- Choose backdrop: Whether clients can select their backdrop before accepting

### Confirmed Bookings Settings

These are the most important settings — they control what happens after a client has signed and paid:

- Allow changes: Whether clients can make any changes to confirmed bookings
- Change deadline: How many days before the event clients can still make changes
- Cancellation deadline: How many days before the event clients can cancel
- Questionnaire unlock deadline: How many days before the event clients can reopen submitted questionnaires

> Most businesses set change and cancellation deadlines between 7-14 days. This gives you enough time to find a replacement booking while being reasonable for clients who need to reschedule.

### Questionnaire Settings

Controls when clients can modify their planning questionnaires after submission. Use the unlock deadline to prevent last-minute changes that could disrupt your event preparation.

> If a client needs to make changes outside your policy deadlines, you can always override these settings manually from the booking page.

---

## How do I set up the Paddee integration?

*Category: Integrations*

Paddee provides a library of professional photo booth design templates. Once connected, clients can browse and select designs directly from their booking, giving them more control while reducing your design workload.

### Connecting Your Account

1. Go to Integrations.
2. Find the Paddee logo and click Enable.
3. Follow the prompts to connect your Paddee account and import your templates.

### Managing Your Templates

Once imported, you can filter which templates clients see by category and layout. You can also assign specific template sets to individual packages, giving different clients access to different design options based on what they booked.

> After importing templates, a blue banner at the top of the design templates page lets you apply the new templates to existing bookings retroactively.

→ Go to Integrations

---

## How do I send a message to session bookings?

*Category: Messaging*

When you have a session with multiple clients booked across different time slots, you don't need to message each one individually. Send one message from the session and everyone gets it — whether it's weather updates, parking instructions, or last-minute changes.

> Session messages save time when you need to communicate with everyone at once. Each client still sees the message in their individual booking record too.

### How to Send a Session Message

1. Open the session.
2. Go to the Messages tab.
3. Compose your message or choose a template.
4. Click Send.

### Where Messages Appear

Your message appears in two places:

- The session's Messages tab (where you sent it)
- Each individual booking's Messages tab

This way, if you need to reference the message later or a client asks about it, you can find it both at the session level and on their specific booking.

---

## Subcontracting and White-Label Work

*Category: Best practices*

In the event industry, 'white label' almost always means subcontracting with a branding layer on top. One company books and bills the client, another company shows up and does the work, and the client never knows two businesses were involved. Vendors specifically ask for this arrangement (rather than just calling it subcontracting) because they want the experience presented as if the hiring company did everything themselves, including capturing any repeat bookings, referrals, or relationships that come out of the event.

This article covers the two sides of that relationship in Check Cherry: hiring subcontractors to perform work for you, and performing work as a subcontractor for another company.

> If you're asking whether you can rebrand Check Cherry itself for your own clients (your logo, your domain, your business name throughout), that's a different question. See branding your Check Cherry account for how that works.

### Hiring subcontractors to perform work for you

When you accept the booking and then bring in another provider to perform some or all of the work, the cleanest setup in Check Cherry is to add that provider as a staff account with limited permissions. They get access to the events they're assigned to without seeing the rest of your business.

- View events they are assigned to from the web or the app
- Sync their calendar to stay up to date
- Receive automated email reminders so they don't miss an event

Hide pricing from the subcontractor. You can hide pricing from an assigned staff member or subcontractor through their role permissions. This matters: if a subcontractor can see what the client paid you, they can back into your margin and may either ask for a bigger cut next time or take the relationship direct. Keep the client-facing number private. See staff roles and permissions for how to configure this.

> Use the Expenses tab on a booking's Invoice to record what you paid your subcontractor. This gives you a clear view of your net profitability per event.

→ Manage Staff Accounts

### Performing a white-label event for another company

The flip side: another company books the client, and you're the one showing up to perform. The hiring company handles all client communication, collects payment, and manages expectations. You may never speak with the event host, and the event host may not know your business exists.

In this setup, the only party you have a business relationship with is the company that hired you. That is who should sign your contract and pay you. A contract should only be signed by the person who is paying, so do not send a contract to the event host. They are not your client, they are not paying you, and asking them to sign creates confusion about who is responsible for what.

> Do not send a contract to the event host for a white-label booking. The event host has no financial relationship with you. Only the company hiring you should sign.

The recommended workflow:

1. Send a proposal to the company contracting you, not the event host. Set the proposal amount to what they are paying you, include your terms, and configure the deposit if applicable. This is the agreement that matters.
2. Once they have signed and paid, the proposal becomes a booking. Add any internal notes about the event host or venue so your team knows what to expect.
3. Decide what Check Cherry should be emailing automatically. If the event host is added as a client, you can disable automated messages on their client account so they do not receive Check Cherry-branded emails on top of whatever the hiring company is sending. Staff assignments and reminders are not affected. Those cannot be disabled per account.

If the hiring company wants the event host to fill out a questionnaire, pick a design, or otherwise interact with planning tools, you can add the event host as a client on the booking with pricing hidden. That is their call to make, though, not yours.

#### When the event host is open to seeing your brand for planning

Not every subcontracting arrangement is fully invisible. Often the event host knows there is a separate vendor doing the work, they just do not particularly care which company it is. What matters to the hiring company is that the event itself is presented as theirs: apparel, signage, and anything guests see on the day belong to their brand. The planning conversation in the background is more flexible.

When this is the arrangement, Check Cherry's client portal can work well for planning communication, with a few configuration choices:

- Add the event host as the client. The host is who you will exchange details, timelines, and questionnaires with, so they need access to the portal. You may also want to add the hiring company to the booking. As an additional client, they see the same portal as the host. As a staff member with a limited role, they get admin-side visibility into only the events they are assigned to.
- Hide pricing from the client portal. The host is not paying you directly; they are paying the hiring company. If they can see what you charge, it creates confusion and can undercut the hiring company's margin. Same reasoning as hiding pricing from a subcontractor in the section above, just inverted. See staff roles and permissions for how to control pricing visibility.
- Coordinate automated messages with the hiring company. The hiring company is usually already sending their own confirmations, reminders, and follow-ups under their branding. If Check Cherry's automation goes out on top of that, the host gets duplicate touchpoints with mixed branding. Sometimes the hiring company is happy to step back and let all planning communication run through your Check Cherry portal, which is fine. The point is to make a deliberate call together so the host gets one coherent experience, not two competing ones.
- Keep the contract and invoice between you and the hiring company on the side. That is a B2B agreement and does not belong in front of the host. You can either skip the contract inside Check Cherry or use a non-client-facing internal record.

#### When the host shouldn't see your brand at all

Sometimes the hiring company has positioned themselves as doing the work entirely in-house, and the host should see no sign of you anywhere. In that case, Check Cherry's client portal is not a fit. The portal serves the customer of whichever business owns the booking, and it cannot present itself as a different company's portal in front of someone else's client.

In this arrangement, the hiring company handles all client-facing planning on their own systems. On your side, you still manage the booking inside Check Cherry, tracking the event, scheduling staff, recording expenses, but you do not engage the host through the portal at all. Details flow to you from the hiring company, not directly from the host.

> Do not create a brand on your Check Cherry account that represents the hiring company. Each Check Cherry account represents businesses you are legally authorized to operate under, and payment processors expect the business name on the account to match the bank account receiving funds. If the hiring company wants to use Check Cherry, they should sign up for their own account.

---

## How do I remove a brand?

*Category: Getting started*

Every Check Cherry account can have at least two brands. If you need to remove one, you'll first need to handle any existing bookings and proposals assigned to that brand — either delete them or reassign them to a different brand.

### Delete Bookings and Proposals

If you want to permanently remove the bookings and proposals for this brand:

1. Go to Bookings.
2. Select the brand you want to remove from the dropdown in the left sidebar.
3. Click Apply Filters at the bottom of the sidebar.
4. Click on a booking you want to delete, scroll to the bottom, and click Cancel/Postpone.
5. Select Permanently delete booking.

#### Show all bookings and proposals

Make sure to catch everything — active bookings, past events, canceled bookings, and proposals:

1. Set the Status filter to Show All.
2. Click Apply Filters.
3. Click the Past button to see past bookings.
4. Click the Proposals filter to include proposals as well.

Repeat the deletion process for each booking and proposal until the brand has none left.

### Reassign Bookings and Proposals

If you want to keep the bookings but move them to a different brand, you can reassign them instead of deleting:

1. Follow the same filtering steps above to show all bookings and proposals for the brand.
2. Click on a booking or proposal you want to reassign.
3. Click Manage Booking and select Edit Booking Settings.
4. Choose the new brand to reassign the booking to.

Repeat this for each booking and proposal until they're all reassigned to other brands.

### Remove the Brand

Once all bookings and proposals have been removed or reassigned, you can delete the brand:

1. Go to Business Settings.
2. Find the brand you want to remove and click Edit.
3. Scroll to the bottom and click Delete Brand.

> If you see a message that the brand cannot be deleted, go back to Sales → Bookings and make sure there are no remaining bookings or proposals for that brand. Check both active and past items, and include proposals in your filter.

---

## How do I import leads into Check Cherry?

*Category: Leads*

Check Cherry doesn't offer a bulk lead import feature, and this is intentional. Because Check Cherry sends a lot of automated emails on your behalf — proposals, contracts, payment reminders, confirmations — mass-importing contacts and emailing them in bulk would put your account's deliverability at risk. To keep your emails landing in inboxes, we follow a strict Email Sending Policy.

### The better approach: collect leads organically

Rather than importing a list of old contacts, the most reliable way to build your pipeline in Check Cherry is to bring in leads as they come in. You can embed a lead form on your website, share a direct link, or add leads manually as inquiries arrive. This keeps your contact list clean and your email reputation healthy.

> To add a lead manually, click Create New in the top nav and select Lead. If you're migrating from another platform, focus on active prospects first — leads that are already cold probably don't need to come over.

### Migrating from another platform?

If you're switching from another CRM or booking platform, the Check Cherry team may be able to help migrate your existing bookings and client data. See Can you copy over my data from my old CRM? for details on what's possible.

### Questions?

If you're not sure how to get your data into Check Cherry or want to talk through your situation, reach out via the chat bubble in the lower right.

---

## How do I send a proposal or reserve a date?

*Category: Proposals*

Proposals let you send a client your pricing and package options so they can review, accept, and pay online. You can optionally reserve the date so no one else books it while they decide.

### Creating a Proposal

1. Click Create New in the top nav and select Proposal.
2. Choose a package (or select Custom/One-Off for a custom quote).
3. Set the event date and time.
4. Check Reserve Date if you want to hold the date while the client decides.
5. Enter the client's contact info.
6. Click Create Proposal.

### Sending the Proposal

Once the proposal is created, send it to the client:

- Email: Click the Send Proposal button at the top of the proposal. You can customize the email before sending.
- Text/SMS: Use the Quick Send button if you have Twilio or Quo connected.
- Share link: Copy the proposal link and send it however you like.

> You can schedule the email to send later. Useful if you want to follow up at a specific time.

### Date Open vs Date Reserved

- Date Open: The date is not held. Other clients can still book it. Use this when you're sending multiple quotes and don't want to block dates.
- Date Reserved: The date is held for this client. No one else can book it until the proposal expires or is declined.

### What the Client Sees

Clients get a professional proposal page showing your packages, pricing, and terms. They can review everything, accept, sign the contract, and pay the deposit in one flow.

### Watch: Creating a Proposal

→ View Proposals

---

## How do I get client approval on multiple artwork files for one booking?

*Category: Getting started*

Some bookings need more than one piece of artwork approved before the event. A photo booth event might need a welcome screen, a print template, and an overlay. A 360 rental might need an intro, an outro, and an audio track. A wedding package might print two sizes. In all of these, the client ends up with several finished designs on one booking, each approved on its own.

> Each design on the booking is its own approval. So if a booking needs three approved artworks, add three designs. The client reviews and approves each one independently. If instead you want the client to pick just one design from a few options, that is the opposite goal — see Offering the client a choice.

Each design can start however you like — pulled from a Design Collection (the same one or different ones) or uploaded as custom artwork. What makes it a separate approval is that it is a separate design, not which collection it came from.

### Common scenarios

These come up most. In every one, the move is the same: one design per artwork the client needs to approve.

#### Welcome screen, photo booth template, and overlay

The classic photo booth trio. Some bookings also add a GIF or Boomerang overlay. Each one is its own design. The client signs off on the welcome screen, the print template, and the overlay as three separate approvals, in any order.

#### Two print sizes on one booking (4x6 and 2x6)

A dual package, or any package that prints both formats, needs two layouts approved. Add one design for the 4x6 print and another for the 2x6 photo strip. The client picks a template for each (or you upload custom artwork to each) and approves them independently.

#### 360 video: intro, outro, and audio

A 360 booking usually needs a start or intro graphic, an outro graphic, and an audio or music track. Add a design for each. The audio track is easy to overlook because it is not a visual file, but the same flow handles it: create a design called "360 Audio Track," upload the file as artwork, and the client approves it like any other design.

#### Multiple booths on one event

If one booking covers two booths, like a mirror booth plus a 360, each booth gets its own design (or set of designs). Naming matters here: "Mirror Booth Overlay" and "360 Intro Graphic" make it obvious which artwork goes with which booth.

#### Corporate branding and logos

Company events often need the client to sign off on branded artwork: a logo lockup on the welcome screen, a sponsor-branded print, or an overlay in the company's colors. Make it a design, upload the branded version, and the marketing contact approves the logo placement before the event. This is one of the most common non-wedding uses.

#### Custom backdrops and step-and-repeats

A printed step-and-repeat or custom backdrop is artwork too, and it usually has to be approved before it goes to print. Add a design for it ("Step and Repeat 8x8," for example), upload the proof, and the client approves the layout and logo placement before you send it to production.

#### Custom signage, monograms, and other approvals

Designs are not only for photo booths. Custom welcome signs, wedding monograms, sparkler send-off signage, branded items, anything that needs the client's sign-off before the event can be its own design. It keeps the approval, the revision requests, and the final artwork together inside the booking.

### Add a design to one booking

You can add a design to a single booking on the fly, without touching your other bookings. Handy when a one-off event needs an extra piece of artwork.

1. Open the booking and click the Designs tab.
2. Click Start New Design.
3. Pick a template from a Design Collection, or upload custom artwork just for this booking.
4. Repeat for each additional artwork the client needs to approve.

> Skipping the library and uploading your own artwork has its own walkthrough, including offering a few versions for the client to choose from: Upload custom artwork directly to a booking.

### Attach collections to a package so they apply automatically

If every 360 booking needs the same three approvals, or every dual package needs both a 4x6 and a 2x6, do not add them by hand each time. Attach the collections to the package and a matching design is added to every booking that includes it.

1. Open a Design Collection and click the Settings tab.
2. In the packages and add-ons section, click Edit.
3. Select the packages that should include this collection, then save.

> Attach a collection to an add-on instead of the base package and the design only appears when the client buys that upgrade. A "Welcome Screen Customization" or "Custom Monogram" add-on can trigger its own design only for the clients who add it.

### Name your designs clearly

When a booking has three or four designs, the client sees them as separate cards in the Designs tab. Specific names make the experience obvious. "Welcome Screen," "4x6 Print Layout," "2x6 Photo Strip," "360 Intro Graphic," and "Event Music" beat "Design 1," "Design 2," and "Artwork" every time.

### What the client sees

When the client logs in, the Designs tab shows every design on the booking, each as its own card with its own status. They pick a template (or wait for you to upload custom artwork), then approve or request a revision on each one independently. Approvals run in parallel, so the client can sign off on the welcome screen today and the overlay next week without holding up either. Each approval triggers its own emails: a design revision request when the client asks for changes, and a design approval request when you upload finished artwork. Both are customizable.

> For the full setup mechanics, building collections, importing from providers, categories, layouts, and Extra Questions, see How designs and design collections work.

---

## A customer paid by credit card - when will I get the payout?

*Category: Getting started*

With Check Cherry Payments, you can get payouts in as little as 2 business days. While the usual payout time is 2-3 business days, your first payment will take up to 7 business days to reach your bank.

> Once your Check Cherry Payments account is set up, your first payout may take up to 7 business days. However, future payouts will take 2 to 3 business days.

### Setting up Check Cherry Payments

1. Click the Enable Payment Processing button.
2. Complete the steps to set up your Check Cherry account.

### Checking payment status

Go to Payments Dashboard to see all payments that have been received and track payouts in transit to your bank.

### Payout timing

Payout timing depends on when the payment was received. Payments received before 4 PM PST are processed faster than those received after 4 PM PST.

#### Payments made before 4 PM PST

| Day Paid | Transfer Begins | Expected Deposit Day |
| --- | --- | --- |
| Monday | Tuesday | Wednesday |
| Tuesday | Wednesday | Thursday |
| Wednesday | Thursday | Friday |
| Thursday | Friday | Monday |
| Friday | Monday | Tuesday |
| Saturday or Sunday | Tuesday | Wednesday |

#### Payments made after 4 PM PST

| Day Paid | Transfer Begins | Expected Deposit Day |
| --- | --- | --- |
| Monday | Wednesday | Thursday |
| Tuesday | Thursday | Friday |
| Wednesday | Friday | Monday |
| Thursday | Monday | Tuesday |
| Friday | Tuesday | Wednesday |
| Saturday or Sunday | Tuesday | Wednesday |

> If you are using a different credit card processor, you will need to log into that account to see information about your credit card payouts.

---

## How do I set blockout dates?

*Category: Calendar*

Blockout dates mark times when you're unavailable for bookings — vacations, personal commitments, holidays, or any time you need off. When a date is blocked, clients can't book it through your online booking page.

### How to Add a Blockout Date

1. Go to Sales - Calendar
2. Click Add New.
3. Select Blockout Date.
4. Enter the start and end time, or check the box to block the entire day.
5. Type in a reason (this will show on your calendar for reference).
6. Select which packages will be unavailable on this date.
7. Click Save.

### How to Change or Delete a Blockout Date

Go to Sales → Calendar and click on the blockout date you want to modify. Change the dates or times and click Save, or click Delete in the lower right corner to remove it.

### Customizing Unavailable Messages

When clients try to book a blocked date, they see an unavailable message. You can write custom responses for different situations:

1. Go to Manage → Booking Engine.
2. Click the Unavailable Notices tab.
3. Select the service you want to write an unavailability notice for.
4. Write your custom message for when that service is unavailable.
5. Click Save at the bottom of the page.

> A good unavailable message sets expectations: "We're not available on this date, but we'd love to help you find another date that works. Contact us!"

### What About Existing Bookings?

If you create a blockout for a date and time that already has a booking, the blockout date will not cancel the existing booking. Blockout dates only prevent new bookings from being made.

→ Manage Blockout Dates

---

## How do I un-flag a lead as spam?

*Category: Leads*

Sometimes a real client gets caught by the spam filter. Un-flag them so they show up in your active leads list and you can follow up normally.

1. Go to Sales - Leads.
2. Check the Spam filter to find the lead you want to un-flag.
3. Click on the lead to open it.
4. Click the Actions button.
5. Select Unflag as Spam.

The lead will move back to your active leads list and you can treat it like any other inquiry.

---

## How Do I Charge by Guest Count?

*Category: Pricing*

Check Cherry can add a per-guest charge on top of your base package price. This works for any unit type: guests, square feet, acres, letters, dozens, and more.

On the Pricing &amp; Scheduling tab, find Charge by unit? and choose one of two options:

- Yes, charge per unit — A single rate applies to every unit. Good for simple pricing like "$25 per guest."
- Yes, charge by unit range — Different rates for different tiers. Good when you want to include a base number in the package price or charge differently at higher counts.

The Unit Name dropdown controls the label your client sees throughout booking, proposals, invoices, and contracts.

> The per-unit charge is in addition to your base package price. If your package is $500 and you charge $45 per guest, an 80-guest event totals $4,100 ($500 + $3,600).

### Tiered Pricing by Range

Most businesses want to include a base number of guests in the package price and only charge extra beyond that. The way to do this is to create a $0 tier for the included range, then add tiers above it for the additional charges.

For example, a bartending package that includes 75 guests:

| Guest Range | Price | What the Client Pays |
| --- | --- | --- |
| 0–75 | $0 | Included in the base package price |
| 76–100 | $50 | $50 added to the booking |
| 101–125 | $75 | $75 added to the booking |
| 126–150 | $100 | $100 added to the booking |

> The $0 first tier is the key. Without it, every guest count would add a charge. If your package is $1,200 and includes up to 75 guests, set the 0–75 range at $0. A client selecting 76–100 guests pays $1,200 + $50 = $1,250.

#### Setting Up Tiers

1. On the Pricing &amp; Scheduling tab, set Charge by unit? to Yes, charge by unit range.
2. Choose your Unit Name (e.g., Guest).
3. Click + Add Price Tier and set the minimum, maximum, and price. For your included tier, set the price to $0.
4. Add more tiers for each pricing level. Make sure ranges do not overlap and there are no gaps.
5. Click Save.

> Ranges cannot overlap. If your first tier ends at 75, your next tier should start at 76.

→ Manage Packages

---

## Can you copy over my data from my old CRM?

*Category: Getting started*

Transitioning from another platform can be daunting, especially when it comes to migrating your data. Our account migration service helps you move your bookings, leads, and contacts from other platforms into Check Cherry.

> This is a one-time service for new accounts migrating from other software. It is not intended for ongoing bulk imports such as recurring lead imports.

### How It Works

- Send us your files — Email your data to support@checkcherry.com. Include a brief description and any special considerations (e.g., whether users should receive automated messages).
- We review your data — Our team reviews your files to make sure we have everything needed. If we have questions, we'll reach out before moving forward.
- We import your data — We write a custom script to import your files into your Check Cherry account, making sure everything is accurately transferred and properly formatted.
- You verify — Once the migration is complete, we'll notify you. Review your account to make sure everything looks good. If you notice any issues, reach out and we'll fix them.

### What to Send

Please provide your data in common file formats like CSV or Excel. If your data is in another format, we'll do our best to accommodate but may not be able to.

> If you have fewer than 100 leads or bookings to migrate, it may be faster to enter them manually. Click Create New in the top nav to add bookings or leads one at a time.

Ready to migrate? Chat with us from within your account to get started.

### Important Notes

One-Time Migration: This service is intended to help with migrating data from other software platforms and is offered as a one-time operation. It is not designed for bulk importing leads or other data on a recurring basis.

Data Format: To make the process as smooth as possible, please provide your data in common file formats (such as CSV or Excel). If your data is in another format, we will do our best to accommodate but may not be able to.

Once you’re ready to migrate your data or have any questions, feel free to contact us at support@checkcherry.com. We’re here to help you get started with Check Cherry!

---

## How do I change the payment due date on a proposal?

*Category: Payments*

A client needs more time to pay, or you agreed on a different payment schedule after sending the proposal. You can update the due date in a few clicks — the same payment link still works, so no need to resend anything.

1. Select the proposal from your list.
2. Click Manage Booking.
3. Select Change Due Date and enter the new date.

> Changing the due date also affects when automated payment reminders go out. They'll be rescheduled based on the new date.

---

## How can staff connect to the sales calendar?

*Category: Calendar*

Staff want to see their assigned bookings on their phone calendar, but they shouldn't need admin access to set it up. They can subscribe from their own dashboard.

### How to connect

1. Staff logs into their Check Cherry account.
2. From the dashboard, click Subscribe to Calendar.

1. Choose what to sync — assigned bookings only, or bookings and time off.
2. Copy the URL from step 2.

Step 3 shows instructions for several different calendar apps. Choose your calendar and follow the specific instructions.

> As an admin, you can also set this up for them by impersonating their account. See syncing the company calendar.

---

## How do I see which clients have not paid in full?

*Category: Reporting*

Event is next week and you are not sure if the client paid the balance. The Outstanding Balance report shows every booking with money still owed, so you can follow up before the event date.

1. Go to Outstanding Balance.
2. Click Columns to customize which information you want to see.
3. Use the Filter button to narrow results by date range, brand, or amount owed.
4. Download the report as a spreadsheet or save it for future use.

> Save this report and schedule it to be emailed weekly so you never miss an outstanding balance. Most businesses check this report 2-3 days before each event.

---

## Can I make changes to all my packages at once?

*Category: Packages*

Need to update the price on 10 packages at once, or change the deposit amount across all your services? Bulk edit lets you make changes to multiple packages without opening each one individually.

1. Go to Packages.
2. Click Bulk Edit, then select the packages to be edited.
3. Click Bulk Edit Package Settings.
4. Choose your action from the dropdown and apply the changes.

### Available bulk edit actions

#### Update Status

- Public — Show on booking pages
- Private — Available for booking, but not listed to the public
- Disabled — Unavailable for booking

#### Move to Group

Change which package group the selected packages belong to.

#### Update Pricing

- Set starting rate
- Make taxable (yes/no)
- Charge for extra hours

#### Update Deposit

- No deposit required
- Flat rate
- Percentage of total

#### Update Availability

- Yes
- Yes, with limited hours
- No

#### Advanced Settings

Bulk edit also includes these advanced options:

- Show title on booking page — Keep current, yes, or no
- Online Booking Mode — Keep current, allow online booking, request for proposal, or display lead form
- Requires additional lead time — Keep current, yes (enter number of days), or no
- Uses Backdrops — Allow skipping backdrop selection (keep current, yes, or no)

---

## Give a discount when a customer pays in full.

*Category: Getting started*

If you offer payment plans, some clients will take you up on them — but others would rather just pay everything upfront and move on. A paid-in-full discount gives those clients a small reward for doing that, and it puts more money in your pocket sooner.

### How it works

Paid-in-full discounts are set on individual payment plans. When a client selects a payment plan that has a discount attached, they'll see the savings displayed during checkout — which often nudges them toward paying in full. The discount is applied automatically when they complete payment.

### Setting up a paid-in-full discount

1. Go to Payment Plans.
2. Click the payment plan you want to edit, or create a new one.
3. Find the Paid in Full Discount field and enter the discount amount or percentage.
4. Save your changes.

### What it looks like to the customer

> Even a small discount — 3 to 5% — can be enough to motivate a client to pay in full. It also reduces the administrative work of tracking installments and sending payment reminders.

---

## How do I set proposal expiration dates?

*Category: Proposals*

You sent a proposal two weeks ago and never heard back. Is the client still interested? Should you follow up again or release the date? Proposal expiration dates solve this by automatically expiring proposals after a set number of days, so you're not left guessing.

By default, proposals do not have an expiration date.

### Setting a Default Expiration

1. Go to Due Dates.
2. Scroll to the bottom of the page to find Additional Payment Settings.
3. Under Due Dates you'll find the setting for default proposal time.
4. Click Settings to change the default proposal expiration days.

Once you set an expiration, it applies to all new proposals going forward. A typical time to expiration for a proposal is between 7 and 14 days.

### Should You Use Expiration Dates?

It depends on your business. Here's the tradeoff:

- With expiration: Creates urgency. Clients who are interested are more likely to act. You get a clear signal when a proposal expires without a response, so you know to move on or follow up one more time. If the proposal has a reserved date, that date is released for other clients.
- Without expiration: More relaxed. Works if your clients tend to take a long time to decide (like corporate event planners) or if you don't want to pressure anyone.

Most businesses set expiration between 7 and 14 days. Some pair it with an incentive to create urgency, like a small discount that only applies if the client accepts before the proposal expires, or reserving the date for them during that window. The combination of a held date and a ticking clock is often enough to get a decision.

> You can always override the expiration on individual proposals if a client needs more time. The default just sets the starting point.

---

## What happens if a customer files a dispute on a credit card charge?

*Category: Payments*

A chargeback happens when a client contacts their bank to dispute a charge rather than coming to you directly. The bank reverses the payment and pulls the funds from your account while they investigate. It can feel sudden and unfair — but knowing how the process works gives you the best chance of winning.

### How a chargeback works

1. The client files a dispute. The client sees a charge on their statement they believe is fraudulent or unauthorized and contacts their card-issuing bank to dispute it.
2. The bank initiates the chargeback. The issuing bank begins the formal chargeback process and notifies your bank that a dispute has been filed.
3. You get a chance to respond. Your bank alerts you to the chargeback. At this point, you can submit evidence — a signed contract, email correspondence, proof of service — that shows the charge was legitimate.
4. The bank reviews both sides. The issuing bank weighs the evidence from both parties and makes a ruling. If you don't submit any evidence, the bank will almost always side with the client.
5. A decision is reached. The bank rules in favor of you or the client (see outcomes below).
6. Arbitration may follow. If the bank rules in your favor and the client still wants to fight it, they can escalate to the card network itself — Visa, Mastercard, American Express, or Discover. This is effectively an appeals process, and the card network has the final word.

### Possible outcomes

| Outcome | What happens |
| --- | --- |
| Bank rules in your customer's favor | The chargeback remains and you do not recover the amount disputed. |
| Bank rules in your favor | The amount of the chargeback is sent back to your bank minus the chargeback fee. (Stripe charges a $15 non-refundable dispute fee for every chargeback you receive, which is automatically deducted from your balance. This fee is retained even if you win the dispute, and you may face additional fees or account penalties depending on your activity) |

> The single best thing you can do is respond with evidence. A signed contract, payment confirmation, and any correspondence showing the client agreed to the charge all help your case. Businesses that submit nothing almost always lose.

### How Check Cherry helps

Check Cherry collects a client's e-signature on the contract and timestamps every payment. If a dispute is filed, that paper trail is your evidence. Make sure your contract terms clearly describe your cancellation and refund policy — a vague contract is harder to defend.

> For a deeper look at how chargebacks work, see Chargebacks 101 from Stripe, the payment processor behind Check Cherry Payments.

If you've received a chargeback and need help gathering evidence or have questions about a specific dispute, reach out via the chat bubble in the lower right.

---

## Why does my client see a "recurring transaction" charge?

*Category: Payments*

A client pays you, then a minute later their bank pings them with something like: "A purchase of $362.69 recurring transaction at [Your Business]." They see the word recurring and it can cause some confusion about whether they have been signed up for a subscription or will face future payments. This is one of the more common payment questions clients raise, and the good news is there is a simple explanation you can pass along.

### Why the bank says "recurring"

When a client pays, Check Cherry can securely save their card on file so it can be used again for legitimate reasons later: the remaining balance after a deposit, scheduled payment plan installments, or auto-pay. To do that safely, the card is stored as a reusable credential.

Whenever a card is stored this way, the card networks (Visa and Mastercard) stamp the transaction with a flag that marks it as a stored or merchant-initiated credential. Issuing banks read that flag and, in their own notification copy, summarize it as a "recurring transaction." It is generic wording the bank chose, not text that comes from Check Cherry or from you. Neither you nor Check Cherry can control how a given bank phrases its alerts.

> The same flag is what lets you charge a saved card for a final balance or run a payment plan without asking the client to re-enter their card every time. It is a feature working as intended, just described in generic wording by the bank that can read as more than it is.

### What it actually means for your client

Even when the charge genuinely can recur, the client is never exposed to a runaway subscription. Two things are always true:

- Charges only recur if your client is on a payment plan. A single full payment or a one-time deposit does not repeat. If you set up a payment plan, the scheduled installments are the only repeat charges, and they map exactly to the schedule the client already agreed to.
- Charges never exceed what your client owes. Any charge only goes toward the total they agreed to on their booking. There is no open-ended billing, no monthly fee, and nothing charged beyond their event.

So the answer to give a client who has questions is: yes, the charge may be flagged as recurring, and on a payment plan it really will recur, but it will only ever collect the balance for the event you both agreed to. For more on how installments work, see payment plans.

### A message you can send your client

When a client reaches out confused about a "recurring transaction" charge, this reply clears it up. Copy it, adjust the details, and send it back by email or text:

> Hi [Name], the "recurring transaction" label can be confusing, but there's nothing to worry about. You won't see any unexpected charges. That wording comes from your bank, not from any kind of subscription. When you booked, your card was securely saved so it can be used for your booking.

---

## How do I delete a booking?

*Category: Bookings*

Sometimes you need to permanently remove a booking — maybe it was a test, duplicate, or mistake. Here's how to delete it completely.

1. Click on the booking you want to delete.
2. Click the status button at the top of the booking.
3. Select Permanently Delete from the status menu.

> Deleting is permanent and cannot be undone. If you want to keep the record but free up the date, change the status to Cancelled instead.

> You can also find bookings through Proposals if they started as a proposal that was accepted.

---

## How do I convert an appointment to a lead?

*Category: Bookings*

Had a discovery call and the client is interested? Convert the appointment to a lead so you can track it through your sales pipeline and send a proposal when the time is right.

1. Click on the appointment you want to convert.
2. Click the Convert button.
3. Select Lead or Proposal.

> The client's contact information automatically carries over to the new lead or proposal, so you don't have to re-enter it.

---

## Can I bundle packages together?

*Category: Packages*

You can't bundle packages together, but you can attach add-ons automatically to a package so clients get both items when they book the package. For example, when someone books your 360 photo booth, you might want to automatically include the premium lighting add-on.

### How to automatically attach add-ons

1. Go to Packages and select the package you want to modify.
2. Click the Advanced tab.
3. In the Add-ons section, check the add-ons you want to include automatically.
4. Set the options for the Add-on.
5. Save your changes.

Set the options on the Add On:

When clients book this package, the selected add-ons will be added automatically to their booking. The add-on prices are included in the total, and clients can see what's included in their proposal or booking confirmation.

> This works well for add-ons that are always needed with a particular package, like lighting for photo booths or sound equipment for DJs. For optional extras, leave them unchecked so clients can choose.

---

## How do I unsubscribe from the Daily Digest email?

*Category: Messaging*

Getting a daily email summary you do not need? Turn it off from your profile.

1. Click your name in the upper right corner.
2. Go to your Profile.
3. Uncheck Daily Digest.
4. Save.

---

## How do I use checklists to stay organized?

*Category: Bookings*

Every booking in Check Cherry can have a checklist — a to-do list of tasks that need to happen before, during, or after the event. Checklists help you (and your staff) stay on top of equipment prep, client follow-ups, and day-of logistics without anything falling through the cracks.

### When Checklists Help

- Equipment prep — "Pack gear, test lights, charge batteries"
- Pre-event tasks — "Confirm venue address, send day-of details"
- Post-event tasks — "Send thank you email, request review, archive booking"
- Staff coordination — assign specific items to specific team members

### Creating Checklist Templates

Instead of building a checklist from scratch for every booking, create templates that auto-apply based on the package.

1. Go to Checklist Templates.
2. Click New Template.
3. Add your checklist items.
4. Assign each checklist item to specific packages — it will automatically attach to new bookings with those packages.

> Create separate templates for different service types. Your setup checklist for one service may be very different from another.

### Working with Checklists on a Booking

Open any booking and go to the Checklists tab to see and manage its to-do items. Check off items as you complete them, add new items, or assign items to staff members.

### Managing All Your Tasks

You can view all outstanding checklist items across all your bookings in one place. Go to Sales → To-do List to see everything that needs attention.

When you have a lot of completed tasks cluttering your view, use the bulk update feature to clean things up. You can check complete or delete tasks in groups of 25 at a time.

1. Go to To-do List.
2. Click Bulk Update under the New Item button.
3. Select the tasks you want to complete or delete.
4. Apply your changes.

---

## Invite a client or staff person to log in

*Category: Staff*

When a client books online and signs their contract, they are given the option to create a login. If they skip that step, or if you created the booking manually, you can send them a login invitation.

### Sending a Login Invitation

1. Go to User Accounts and search for the person.
2. Click on their name to open their profile.
3. Click Send Customer Invitation.

### Customizing the Invitation Email

You can edit what the invitation email says before sending it.

1. Go to Automated Messages and click the System Templates tab.
2. Find the Client Invitation template and click Edit.
3. Customize the message. The invitation link is included automatically.

### Staff Invitations

There is also a Staff Invitation template for inviting new staff members. Edit it the same way under System Templates.

→ Open User Accounts

---

## How do I change the text on my booking page?

*Category: Online booking*

Your booking page text is the first impression clients get of your business online. The default "How can we reach you?" header works, but many businesses want something more personal — "Tell us about your big day" for weddings, "Let's plan your event" for corporate, or "Ready to get this party started?" for DJs.

Themes let you customize the text on every step of the booking flow, so your personality comes through from the moment someone starts booking.

### How to customize your booking page text

1. Click the theme name in the service title bar.
2. Click the step you want to customize (e.g., User Information).
3. Edit the Header Text and Subheader Text.
4. Save your changes.

> Each step of the booking process can have its own custom text and background image. Consider your client's mindset at each step — they're excited at the beginning, making decisions in the middle, and ready to commit at the end.

→ Customize Your Booking Page Text

---

## How are packages organized in Check Cherry?

*Category: Packages*

How you organize your packages directly affects how clients experience your booking page. A clear structure helps them find what they need and book without calling you.

### How Packages Are Structured

Check Cherry organizes your offerings in three levels:

- Services: The top level. If you offer multiple types of work (e.g. photo booths and bartending), each one is a service.
- Package Groups: Categories within a service. For example, your photo booth service might have "Standard" and "Premium" groups.
- Packages: The individual offerings clients choose from. Each package has its own name, description, price, and scheduling format.

> If you only offer one type of service, you'll just have one service with package groups inside it. The hierarchy is flexible — use as many or as few levels as you need.

### What Clients See

When someone visits your booking page, they see your services first (if you have more than one). Then they choose a package group, and finally select the specific package they want.

### Setting Up Your Packages

1. Go to Packages.
2. Edit the sample packages that came with your account, or create new ones.
3. For each package, fill in the General tab (name, description, images) and the Pricing &amp; Scheduling tab (price, scheduling format, deposit).

### Package Settings at a Glance

Each package has four tabs:

- Overview: Quick view of the package's status and key details.
- General: Name, description, images, and visibility (public, private, or archived).
- Pricing &amp; Scheduling: Base price, scheduling format (date &amp; time, date only, or appointment slots), deposit amount, and duration.
- Advanced: Travel fees, add-on assignments, custom booking questions, and other optional settings.

> Set packages to Private while you're still configuring them. They won't show on your booking page until you switch them to Public.

### Watch: Managing Packages

→ Manage Packages

---

## How do I create add-ons?

*Category: Packages*

A client wants your standard package but also wants something from a more expensive package. Add-ons let them customize their booking without you needing a separate package for every combination.

### Creating an Add-On

1. Go to Add-ons.
2. If you need a category, click New Category, name it, and save.
3. Click New Add-on.
4. Enter a name and description. The description is what clients see, so make it clear what they're getting.
5. Choose a pricing structure — flat rate, per hour, or per day.
6. Set the maximum quantity per booking if clients should be able to add multiples.
7. Mark as taxable if sales tax applies.
8. Save.

### Pricing Structures

How you price an add-on depends on what it is:

- Flat rate: One fixed price. Good for physical items like a guest book or backdrop upgrade.
- Per hour: Price scales with booking length. Good for extra staff time or extended service.
- Per day: Price scales with number of days. Good for multi-day equipment rentals.

### Advanced Options

In the Advanced section, you can configure:

- Multiply by package units: If your package is priced per unit (like per guest), turning this on multiplies the add-on price by the same number.
- Extends booking length: Turn this on for add-ons that add time, like an "extra hour" add-on.
- Requires lead time: If you need advance notice to prepare this add-on (useful for items you need to order).
- Display in gallery widget: Whether to show this add-on in the add-on gallery on your website.

### Adding Images

In the Images and Videos section, you can upload an image or select from your media library to help clients visualize what they're adding.

### Package Assignment

In the Packages section, select which packages this add-on applies to. By default, new add-ons are available on all packages. If an add-on only applies to certain services, select just those packages. A "custom overlay" add-on probably only applies to your photo booth packages, not your DJ packages.

### What Most Businesses Start With

Most businesses start with 3-5 add-ons covering the things clients ask for most. You don't need to list every possible option. Common ones:

- Extra hours
- Additional staff
- Equipment upgrades (backdrop, lighting, premium bar setup)
- Delivery or setup fees
- Custom overlays or prints

> You can also auto-attach add-ons so they're included with a package by default. See auto-attached add-ons.

→ Open Add-ons

---

## How do I set up surcharges with Flex Pricing?

*Category: Pricing*

Surcharges automatically add fees to bookings based on rules you set. Use them for peak season pricing, weekend events, last-minute bookings, or any situation where you need to charge extra.

### How to add a surcharge

1. Go to Flex Pricing.
2. Click New Surcharge.
3. Enter a Name — this will show up on the customer's invoice.
4. Add a Description to give the customer more information about the charge.
5. Set your surcharge amount and rules (details below).
6. Save the surcharge.

#### Surcharge Amount

Choose how to calculate the surcharge:

- Flat rate — a fixed dollar amount
- Percent — a percentage of the item or booking total

Is this surcharge taxable? Y/N (will only show up if you have enabled a Tax Zone)

#### How the surcharge applies

- Each Specific Item: Applies to every matching package, add-on, and backdrop individually. If there are multiple matching items, the surcharge repeats for each one.
- Entire Package &amp; Add-Ons/Backdrops: Applies once per matching package, including all its associated add-ons and backdrops. Multiple packages get charged separately.
- Complete booking: Applies a single surcharge to the entire booking, regardless of how many items it contains. Creates one line on the invoice.

### Rules

Set conditions for when the surcharge applies:

- Require a certain book date? Yes or No
- Require bookings to start on certain dates?(E.g. offer a 20% surcharge when the booking is held on New Years Eve.)
- Require booking to start on certain days of the week? Yes or No
- Apply if the booking date is a certain number of days away? Yes or No
- Apply if the total of the booking is a certain amount? Yes or No
- Apply based on the venue location? Yes or No(E.g., charge extra for bookings within a certain city.)
- Apply based on end time?(E.g., charge extra for bookings that end after 1am)
- Apply based on the user account?(Great for repeat customers)
- Apply based on the setup location? Indoor/Outdoor only(Based on Extra Question Setup Location)

> For all Flex Pricing rules, the default is to apply to all packages. Click Edit to assign the pricing rule only to specific packages.

→ Go to Flex Pricing

---

## How do I set up multiple contracts?

*Category: Contracts*

Your photo booth contract needs a damage liability section, but your DJ contract does not. Instead of maintaining completely separate contracts, use optional sections that only appear for the right packages.

### How Contract Terms Work

- Main terms: The base contract text that applies to all bookings (attached below the invoice on every booking).
- Optional sections: Additional terms that only appear when specific packages or add-ons are booked.
- Tokens: Placeholders like {wedding_terms} that insert optional sections into your main contract.

> You can leave the main terms box empty and use only tokens if you want completely different contracts for each package type.

### Setting Up Multiple Contracts

First, decide whether you want standard terms that apply to all packages. If so, add those to the main terms section. Then create optional sections for package-specific clauses.

1. Go to Contract Terms.
2. Add your standard contract text in the main terms box (or leave blank for package-specific contracts).
3. Click Create Optional Section in the sidebar on the right.
4. Name your optional section (like "Photo Booth Terms"). This title will only be visible to you.
5. Create a token without spaces or dashes (like photobooth_terms).
6. Add the optional contract text for this section.
7. Assign the packages and add-ons where these terms should appear.
8. Copy the token and paste it into your main contract where you want the optional terms to appear.

> The token acts as a placeholder. When a client books a package with optional terms assigned, the token is replaced with the actual contract text.

### Example Setup

An event company might structure their contracts like this:

- Main terms: General booking policies, cancellation terms, payment schedule
- DJ optional section: Music licensing, equipment setup requirements
- Photo booth optional section: Equipment damage liability, space requirements
- Wedding optional section: Timeline coordination, vendor meal requirements

When a client books a wedding DJ package, they see the main terms plus the DJ and wedding sections. A corporate photo booth booking shows main terms plus photo booth terms only.

---

## How do I create a new appointment?

*Category: Bookings*

Need to schedule a consultation, tasting, or planning call with a client? You can create appointments manually for clients who contact you directly, or let them book available time slots through your online booking.

1. Click Create New in the top nav.
2. Select Appointment.
3. Fill in the required information.
4. Add any optional details.
5. Click Save.

### Required information

Every appointment needs:

- Name of the invitee
- Email address
- Scheduled date
- Time of the appointment
- Length of the appointment
- Meeting type (in person, phone, or video call)

### Optional information

You can also add:

- Phone number for the attendee
- Email addresses for additional guests
- Meeting location details
- Private notes (only visible to you)

> Private notes are great for reminding yourself what to cover in the meeting or any special requests the client mentioned.

→ Go to Appointments

> For setting up appointment scheduling, availability, and Zoom integration, see getting started with appointments.

---

## How do I reduce spam leads?

*Category: Leads*

Getting inquiries from bots or people clearly not interested? Here is how to reduce spam without adding friction for real clients.

> Check Cherry already filters out common spam patterns automatically. CAPTCHA is an additional layer for accounts that are still getting spam. Keep in mind that enabling CAPTCHA adds an extra step for all clients during a critical moment: when they are entering their contact info. This can reduce spam, but it also adds friction that may cause some real clients to drop off.

### Enabling CAPTCHA

1. Go to Booking Engine.
2. Find the CAPTCHA setting.
3. Enable it.
4. Save.

> CAPTCHA can also be enabled on lead forms.

You can also delete spam leads individually from your leads list.

---

## Why isn't there a client name token for my contract?

*Category: Contracts*

If you have looked through the token list in the contract editor, you may have noticed there is no {{client_name}} token. That is not an oversight. It is a deliberate design decision, and there is a good reason for it.

### The person evaluating often isn't the person signing

An office manager gathers proposals for the corporate holiday party, but the owner signs. A PTA volunteer shops for the school carnival, but the treasurer signs. A mother of the bride researches photo booths for her daughter's wedding, but the bride signs. A government employee collects quotes for procurement, and someone else entirely signs. If Check Cherry pre-filled a name from the inquiry or the proposal, the contract would frequently name the wrong person. A contract that names the wrong party is worse than a contract that names the party at the moment of signature.

### Proposals don't require a client

Check Cherry is designed to reduce friction everywhere it can: online payments, digital signatures, a self-service client portal, and online booking for businesses that offer it. Proposals are no different. A proposal can be created, shared, and shopped before you know who will ultimately sign, so we never require a client account just to send one. Forcing an account onto every proposal just to feed a merge tag would add friction exactly where you want less of it.

### The signer's name is captured at signing

When your client signs, they type their full name. It appears on the executed agreement in the signature block, along with a timestamp and the signer's IP address. This is a stronger record than a pre-filled field: the signer personally attests to their identity at the exact moment they agree to your terms.

### A modern contract isn't a work order

Your agreement's job is to set expectations: what you will deliver, when payment is due, and what happens if plans change. The who, what, when, and where of a specific event live on the booking and flow into the agreement through tokens like {{event_date}}, {{venue_name}}, and {{event_time}}. Keeping the contract itself flexible is what lets clients book and sign online in minutes instead of trading paperwork back and forth. For the full list of tokens and how to set up your terms, see How do I add my contract/terms?

### Need a name in the contract for a specific proposal?

Occasionally a client will require their name or organization written into the agreement, which is common with corporate, school, and government contracts. You can edit the contract for just that proposal without touching your master template: open the proposal, click Manage Proposal → Edit Contract Terms, and add the name directly to the terms before sending. The same option is available on confirmed bookings under Manage Booking.

> If you want the client identified in the body of your terms, use language like "the undersigned client ('Client')". It binds whoever signs, which is exactly what you want when the signer may differ from the original contact.

---

## How do I make all packages in a service visible or private?

*Category: Packages*

Turning off packages for the off-season, or launching a new service line all at once? Use the bulk edit feature to toggle visibility for every package in that service with one click.

1. Go to Packages.
2. Click the Bulk Edit button at the top of the page.
3. Select Bulk Edit Package Settings.
4. Select the packages you want to change, or check Select All to include all packages in the service.
5. Click Edit Selected Packages.
6. Choose Make Visible or Make Private from the actions menu.

> You can also edit individual packages using the 3-dot menu in the upper right corner of each package card. The bulk edit feature is perfect when you need to make the same change to multiple packages at once.

---

## Check Cherry Capital: business financing, powered by Stripe Capital

*Category: Payments*

Check Cherry Capital is a way to access fast, flexible business financing without leaving Check Cherry. It is powered by Stripe Capital, the same partner that already processes your payments. There is no lengthy application, no stack of paperwork, and no separate lender to chase down. If you are eligible, Stripe Capital extends an offer based on the payment activity you already run through Check Cherry.

### Why it helps your business

Event businesses spend ahead of the payoff. You buy the second photo booth before the bookings come in, hire seasonal staff before the busy months, or put money into marketing before the leads arrive. Traditional financing is slow and rarely built for businesses like yours.

Check Cherry Capital is designed for the way you actually get paid:

- Funds arrive fast — typically as soon as 1-2 business days after approval.
- You pay as you earn — payments come from a portion of your daily sales, so they flex with your cash flow instead of a fixed monthly bill.
- One flat fee — you know the total cost up front. There are no compounding charges to track.

### How it works

1. Check eligibility. Eligibility is based on factors like your payment volume and history on Check Cherry. You do not apply cold — Stripe Capital determines eligibility automatically.
2. Review your offer. If you are eligible, you will receive an offer by email. You choose the financing amount that fits your plans, up to the offered maximum.
3. Get funded. Once your application is approved, funds typically arrive in as soon as 1-2 business days, deposited to your account.
4. Pay as you earn. A fixed percentage of your daily sales goes toward your financing automatically. Stripe Capital loans also have a minimum amount due each payment period.

### Am I eligible?

Eligibility is determined by Stripe Capital, not Check Cherry, and not every business is eligible. Eligibility is based on factors like your payment volume and history on Check Cherry.

- If you are eligible, you will receive an offer by email. You will also see it when you access your payment account.
- If you have not received an offer, you are not eligible at this time. Increased payment volume and history on Check Cherry might increase your likelihood of receiving an offer in the future.

> Applying for financing through Stripe Capital might require a personal credit check, but this credit check will not affect your personal credit score.

### Common questions

Who is the lender? In the US, Stripe Capital loans are issued by Celtic Bank, and YouLend provides Stripe Capital merchant cash advances. Check Cherry is the platform you access the offer through, not the lender.

How do I repay? Repayment is automatic: a set portion of your daily sales is applied toward your financing. Stripe Capital loans have a minimum amount due each payment period (see the disclaimer below).

Will this affect my credit? Applying might require a personal credit check, but it will not affect your personal credit score.

Where do I manage my financing? In your Stripe payment account, where your offer appears. For detailed financing questions, see Stripe Capital's help center.

### Need help?

For questions about an offer, eligibility, or repayment, the fastest answers come from Stripe Capital directly, since they handle underwriting and servicing. You can also reach Check Cherry support from the chat bubble in the lower right of your account.

> Stripe Capital offers financing types that include loans and merchant cash advances. All financing applications are subject to review prior to approval. In the US, Stripe Capital loans are issued by Celtic Bank, and YouLend provides Stripe Capital merchant cash advances. Stripe Capital loans have a minimum amount due each payment period. If the amount that you pay through sales doesn't meet the minimum required, your bank account will be automatically debited the remaining amount at the end of the period.

---

## Can I use Check Cherry Without a Website?

*Category: Best practices*

While Check Cherry doesn't have a full website builder, you can still use Check Cherry to take bookings. Check Cherry gives you a shareable booking link and a proposal tool that work on their own — no website required.

### Option 1: Share Your Booking Link

Every Check Cherry account comes with a public booking link. Anyone who visits it can browse your packages and book online — no website needed. You can share it just about anywhere:

- Email signature — every email you send becomes a passive booking prompt
- Social media bio — Instagram, Facebook, TikTok, X, and LinkedIn all support a link in the bio
- Linktree or similar link-in-bio page — great if you're sharing multiple links from one social profile
- Google Business profile — clients searching for you locally can book directly from search results
- Text message — when someone inquires by phone or DM, you can send them the link right away
- QR code on printed materials — business cards, flyers, brochures, or signage at events

From the Packages page, look for your booking link at the bottom of the page. You can also grab links to individual packages or generate QR codes if you want to point people directly to a specific offering.

> A QR code is a great addition to a business card or printed promo material. Clients can scan it and go straight to your booking page.

### Option 2: Send a Proposal

If you prefer a more personal approach, proposals let you send a custom quote directly to a client. You build the offer — choosing the package, add-ons, and pricing — then send it via email. The client opens it, reviews the details, signs the contract, and pays the deposit, all in one place.

This works well for clients who come to you through referrals, social media, or phone calls — situations where someone reaches out before they've seen a booking page.

→ Go to Proposals

### Option 3: Share Individual Widgets

Beyond the main booking link, Check Cherry gives you standalone links for individual widgets — each one shareable on its own. These are the same tools that can be embedded into a website, but they work just as well as direct links:

- Lead capture form — let potential clients send an inquiry without needing to go through the full booking flow
- Add-on, Backdrop or Design Template gallery — showcase your available add-ons so clients can browse before they book
- Appointment scheduler — let clients book a consultation or call directly from a link

> Each widget has its own shareable URL. You can find these links in the widget settings for each feature, or reach out via chat and we can help you locate them.

### Which One Should You Use?

Most businesses use both depending on the situation. The booking link is great for self-service — clients find you and book on their own. Proposals are better when you want to stay involved in the conversation before anything is confirmed. And the individual widget links are handy when you want to send someone to a specific tool without dropping them into the full booking flow.

> If you do have a website (or plan to build one), you can embed Check Cherry directly into it so clients never have to leave your site. Chat with us if you want help integrating Check Cherry with your website.

---

## How do I see a list view of all my packages?

*Category: Packages*

The Package Manager shows your packages in a nested tree format. If you need a flat list of everything with booking data, the Packages &amp; Add-ons report gives you exactly that.

1. Go to Reports.
2. Click the Packages &amp; Add-ons report.
3. Click the Columns button to choose what information to include in the report.

You can view different types of items by choosing the appropriate tab at the top — packages, add-ons, backdrops, or extra categories. Each tab shows how many times each item was booked, along with any other columns you've selected.

> This report is useful for seeing which packages are popular and which ones might need better positioning or pricing adjustments.

---

## The Check Cherry app dashboard

*Category: Mobile app*

The Check Cherry app for iOS and Android gives you your business at a glance — recent activity, quick tools, and fast access to everything you need on the go.

> Don't have the app yet? Download Check Cherry for iOS and Android.

### Activity Overview

The top of your dashboard shows recent activity and what's coming up:

- Bookings: How many were booked in the last week and how many are scheduled in the next week
- Proposals: How many were added in the last week and how many are expiring in the next week
- Leads: How many were added in the last week
- Sessions: How many are scheduled in the next week
- Appointments: How many are scheduled in the next week
- Unclaimed Bookings: How many confirmed bookings don't have staff assigned or are pending review

### Quick Tools

Below the activity summary, you'll find shortcuts to common tasks:

- Calendar: View your bookings, proposals, and leads in calendar format
- Checklist: View and check off tasks from your checklists
- Message Center: Go directly to your messages to review and reply
- Expense Tracking: See all your expenses in a list with details
- Check Availability: Quickly check your availability for a date, time and package
- Set Time Off: A place for staff to set their availability

### Add Item Button

The Add Item button in the lower right gives you access to quick actions for creating new items.

From this menu you can create new proposals, bookings, leads, appointments, blockout dates, and expenses.

### Main Menu

The menu in the upper right corner gives you access to all the main sections of your Check Cherry account:

- Dashboard
- Bookings
- Proposals
- Leads
- Calendar
- Settings
- Logout

### Staff vs Admin Dashboard

Staff users see a simplified dashboard focused on their assigned bookings and tasks. Admins see the full business overview including all activity metrics and revenue data.

---

## How do I manage packages across multiple brands?

*Category: Packages*

Multiple brands let you run separate booking experiences under one Check Cherry account — think a wedding brand and a corporate events brand, or different service tiers with their own pricing and presentation. Each brand gets its own URL, packages, and booking page, but you manage everything from one dashboard.

### Why Use Multiple Brands

Most businesses that use multiple brands fall into one of these situations:

- Different service lines (weddings vs corporate events)
- Premium and budget tiers with different positioning
- Partner/franchise locations under one business
- Testing new pricing or packages without affecting the main brand

### How Brand Separation Works

Each brand has its own unique URL and booking page. When clients visit a brand's URL, they only see that brand's packages, pricing, and design. You assign packages to specific brands when you create or edit the Brand. Each brand can have completely different packages, pricing, contract terms, and branding while sharing the same bank account and payout schedule.

### 

> You can assign the same package to multiple brands if you want to offer it under both. This is helpful when brands share some services but have different positioning.

### Managing Package Assignments

You can change which brand a package belongs to or make it available to multiple brands through the Brand settings.

> Multiple brands share the same Check Cherry account and bank payout destination, but each brand can have its own statement descriptor (what clients see on their credit card statement). If you run two separate businesses with different bank accounts, you need a separate Check Cherry account for each. Use the refer-a-friend program for a discount on the second account.

→ Open Package Manager

---

## How do I use the bookings report?

*Category: Reporting*

End of the quarter and your accountant wants a breakdown of every booking? The bookings report is your most flexible export — filter by date, package, staff, or status and download exactly what you need.

The bookings report shows all your confirmed events in one place. You can customize what information appears and filter the results to focus on specific data. Use the buttons across the top to configure columns, apply filters, download as CSV, or save the report for future use.

### Customizing Your Report

Click Columns to select what data appears in your report — booking date, client name, package, total amount, staff member, and more. Click Filter to narrow the results by date range, booking status, specific packages, or assigned staff.

Once you have the data configured how you want it, click Export to download a CSV file that opens in Excel or Google Sheets.

### Scheduling Automatic Reports

You can save a report configuration and have it emailed to you automatically on a daily, weekly, or monthly schedule. Click Save Report in the upper right, enter a name and description, then set the schedule and recipient email addresses.

> Most businesses run monthly booking reports for accounting and quarterly reports for business analysis. You can save multiple report configurations for different purposes.

---

## How do I use Zapier with payments?

*Category: Integrations*

Want to log every payment in a spreadsheet automatically, or send a Slack notification when you get paid? Connect Check Cherry to Zapier and trigger actions whenever a client pays you.

### Setting up payment triggers

1. In Zapier, create a new Zap with Check Cherry as the trigger.
2. Choose New Payment.
3. Select your Check Cherry account.
4. Configure the action with your other app (Google Sheets, Slack, etc.).

> Popular payment automations include logging payments to spreadsheets, sending Slack notifications to your team, and adding new clients to email marketing lists.

### What data gets sent

The payment trigger includes details like payment amount, client name, event date, payment method, and booking information — everything you need for tracking and follow-up.

> Need help with general Zapier setup? See connecting to Zapier.

---

## How to Build Mobile Bar Packages That Book

*Category: Best practices*

Your packages are the first thing potential clients evaluate. How you structure them, what you include, and how you present the options determines whether someone books or keeps shopping.

### Start with Your Target Events

Before creating packages, think about the types of events you actually want to serve. Most mobile bar businesses fall into a few common segments, and your packages should reflect the ones you focus on.

- Weddings and formal events: longer service windows, premium spirits, signature cocktails, and higher guest counts. These tend to be your highest-revenue bookings.
- Corporate events: professional presentation, beer/wine/simple cocktails, predictable guest counts. Often booked by event planners who want a clean quote.
- Private parties: backyard gatherings, birthdays, holiday parties. Shorter duration, more casual drink menus, price-sensitive clients.
- Festivals and public events: high volume, limited menu, simple pricing per drink or per hour.

You do not need a separate package for every event type. Most mobile bar operators do well with two to four core packages that cover the range from casual to premium. Clients can then customize with add-ons.

### Structure Packages in Tiers

Tiered pricing works well for mobile bar services because the core service (bartender + bar setup) stays the same, but the drink selection and extras scale up. A simple three-tier structure gives clients a clear choice without overwhelming them.

#### Example Tier Structure

|  | Standard | Premium | Signature |
| --- | --- | --- | --- |
| Best for | Casual parties | Weddings, corporate | Upscale events |
| Bartender(s) | 1 | 1-2 | 2+ |
| Bar setup | Basic | Full with glassware | Custom themed setup |
| Spirits | House | Mid-shelf | Top-shelf + craft |
| Cocktail menu | Classic cocktails | Curated menu | Custom signature cocktails |
| Minimum hours | 2 | 3 | 4 |
| Pricing model | Hourly | Hourly or flat | Flat rate |

> Name your packages something memorable instead of "Basic / Standard / Premium." Names like The Social, The Celebration, and The Black Tie help clients picture the experience and make your brand feel more polished.

### Choose a Pricing Model

Mobile bar pricing varies widely by market, but there are a few common models. Pick the one that fits how you operate, or mix them across tiers.

- Hourly rate: charge per hour of service. Simple for clients to understand. Works well for casual events where the guest count is uncertain.
- Per-person rate: charge based on expected guest count. Common for weddings and corporate events where the host wants all-inclusive pricing.
- Flat rate: a fixed price for the package regardless of hours or guests. Best for premium packages where you want to anchor the price high.
- Consumption-based: charge per drink served. Less common for private events, but standard for festivals and some corporate setups.

> Check Cherry supports all of these models. You can set a base price for the package and then use Flex Pricing rules to automatically adjust based on guest count, hours, or day of week.

### Use Add-ons for Upsells

Add-ons let clients customize their package without you needing to create dozens of package variations. They also increase your average booking value because clients who have already committed to a package are more likely to add extras.

#### Common Mobile Bar Add-ons

- Additional bartender
- Signature cocktail development (custom recipes for the event)
- Premium spirit upgrade
- Non-alcoholic cocktail (mocktail) menu
- Garnish bar or cocktail station
- Glassware upgrade (from plastic to real glass)
- Ice delivery or specialty ice (large cubes, spheres)
- Bar decor or themed setup (neon sign, floral arrangements)
- Post-event cleanup
- Extended hours (per-hour add-on)

> Set up your most popular extras as add-ons in Check Cherry so they appear during the booking process. Clients can select them on their own, which saves you time and increases revenue without extra effort on your part.

### Write Clear Package Descriptions

Your package description is doing sales work for you. A vague description like "professional bartending service for your event" does not help clients understand what they are getting or why one tier costs more than another.

For each package, spell out what is included.

- Number of bartenders
- What spirits and mixers are provided (or if the client supplies alcohol)
- Type of bar setup (portable bar, table setup, custom build)
- Glassware and supplies included
- Service duration and any minimum booking requirements
- What is not included (helps prevent misunderstandings)

> If your packages are "bartender only" (the client provides the alcohol), make that clear in the description. This is one of the most common sources of confusion in mobile bartending quotes.

### Set Up Your Packages in Check Cherry

Once you have your package tiers and pricing figured out, set them up in Check Cherry so clients can browse, compare, and book directly.

1. Go to Packages.
2. Click Add a Package and enter your package name and base price.
3. Add a description that covers what is included (use the formatting tips above).
4. Set your scheduling format: duration-based works well for hourly pricing, or use date-based for full-event bookings.
5. Repeat for each tier in your lineup.

#### Add Your Extras

1. Go to Add-ons.
2. Click Add an Add-on and enter the name, price, and description.
3. Choose which packages this add-on applies to. You can make it available across all packages or limit it to specific tiers.
4. Toggle whether clients can select it during online booking or if it is proposal-only.

#### Set Up Flex Pricing (Optional)

If your pricing changes based on guest count, day of week, or season, Flex Pricing rules can handle the math automatically. For example, you could add a weekend surcharge or scale the price up by $5 per guest over 50.

1. Go to Flex Pricing.
2. Click Add a Rule and choose the condition (guest count, date range, day of week, etc.).
3. Set the adjustment amount (flat fee or percentage) and which packages it applies to.
4. Rules apply automatically when proposals or bookings match the conditions.

### Let Clients Book Online

One of the biggest advantages of structured packages is that clients can browse and book without needing to call or email you for a custom quote. The Check Cherry booking engine lets you embed a booking page on your website or share a direct link.

When your packages are set up with clear descriptions and pricing, the booking engine handles the rest: clients pick a package, select add-ons, choose a date, and submit their request. You get a notification and can send a proposal or confirm the booking.

1. Go to Booking Engine.
2. Enable online booking and configure which packages are visible.
3. Copy the booking link or embed code to add to your website.

### Tips from Mobile Bar Operators

A few things that come up often when working with mobile bartending businesses on their package setup.

- Keep it simple. Two to four packages is the sweet spot. More than that and clients get decision fatigue.
- Anchor high. Put your premium package first in the list. Clients tend to compare everything against the first option they see.
- Bundle the popular stuff. If 80% of clients add a garnish bar, just include it in the mid-tier package and price accordingly.
- Separate bartender-only from full-service. If you offer both models (client provides alcohol vs. you provide everything), make these separate packages rather than trying to explain the difference in add-ons.
- Show pricing on your booking page. Mobile bar clients are often comparing multiple vendors. If your competitors show pricing and you do not, you may lose the inquiry entirely.
- Use seasonal packages. Holiday cocktail packages, summer patio menus, and wedding season specials can drive bookings during your busiest months.

> Need help setting up your packages or pricing? Chat with us using the chat bubble in the lower right. We are happy to help you get everything configured.

---

## Mobile Bar Pricing Guide

*Category: Best practices*

Package-based pricing makes it easier for clients to understand your services and increases your average booking value. This guide covers the key factors that affect mobile bar pricing and common package structures.

> Most mobile bartending businesses operate under a BYOB (Bring Your Own Bottle) model where clients provide the alcohol. Check your local laws regarding liquor licenses, as regulations vary by state and can significantly impact your business model and pricing.

### Key Pricing Factors

Several variables affect your pricing structure. Most mobile bar businesses use a combination of these factors to create packages that are both profitable and appealing to clients.

#### Guest Count

Long wait times kill the party atmosphere. To keep service smooth, you need adequate staffing based on guest count. The general rule is one bartender per 50-75 guests, depending on the complexity of drinks being served. For events over 75 people, consider requiring additional bartenders.

#### Event Duration

Longer events require more supplies and staff time. Most mobile bartenders price by the hour with a minimum service period (typically 3-4 hours). Factor in setup and breakdown time when calculating your hourly rate.

#### Location Requirements

Indoor and outdoor events have different needs. Outdoor setups may require tents, weights to secure equipment, extension cords, or additional lighting. These extra requirements should be reflected in your pricing or offered as add-ons.

#### Travel Distance

Most mobile bartenders include free service within a 25-mile radius and charge per mile beyond that. Travel fees cover fuel, vehicle wear, and the time spent getting to and from the venue. Check Cherry can calculate travel fees automatically based on the venue address.

#### Bar Setup Style

Your setup options directly impact pricing. A basic portable bar setup costs less to transport and set up than a custom horse trailer conversion or elaborate display with lighting and signage. Consider offering multiple tiers to appeal to different budgets.

### Common Package Structures

#### Bartender Only

Your most basic offering: professional bartending staff only. The client provides the bar setup, all supplies, mixers, and alcohol. This works well for clients with their own bar area or those working with a tight budget.

#### Standard Service

Includes bartender, portable bar setup, and essential supplies like plasticware, ice, basic mixers (Coke, Diet Coke, cranberry juice, orange juice, tonic water, soda water), garnishes, and napkins. The client provides alcohol.

#### Premium Service

Everything in the standard package plus a custom cocktail menu designed specifically for the event. This allows you to showcase creativity and positions your business as a top-tier service provider. Often includes upgraded bar setup and premium garnishes.

### Popular Add-Ons

Add-ons are an excellent way to increase your average booking value while giving clients customization options.

- Additional bartender for larger events
- Premium glassware instead of plastic cups
- Custom cocktail menu creation
- Ice delivery and setup
- Coffee or espresso bar
- Extra mixers and specialty ingredients
- High-top cocktail tables
- Bar signage or custom menu boards
- Champagne toast service

> Set up your packages and add-ons in Check Cherry so clients can see exactly what's included and customize their booking during the proposal process. This transparency reduces back-and-forth questions and helps close more deals.

---

## Mobile Bar Business Plan [Beginners Guide]

*Category: Best practices*

Starting a mobile bar business takes more than great cocktail skills. You need a solid plan covering your market, costs, legal requirements, and how you'll actually get booked. This guide walks through the key pieces of a mobile bar business plan so you can launch with confidence and avoid common mistakes.

### Define Your Service

A mobile bartending business provides on-site beverage service for events like weddings, corporate functions, private parties, and festivals. The core offering is professional bartending with a curated drink menu, but the specifics of your service will set you apart.

Think about what makes your bar unique. Maybe it's craft cocktails with locally sourced ingredients, a vintage trailer aesthetic, or a focus on non-alcoholic options. Your service definition shapes everything else in your plan: pricing, marketing, target customers, and startup costs.

### Understand Your Market

The mobile bar industry has grown steadily as more people look for on-site beverage services rather than relying on venue-provided options. Your potential customers include event planners, couples planning weddings, corporate event organizers, and individuals hosting private celebrations.

Research your local market before committing. Look at how many mobile bar companies already operate in your area, what they charge, and where the gaps are. A market with ten established competitors requires a different strategy than one with two. Check wedding vendor directories, Google Maps, and social media to get a feel for who's out there and how they position themselves.

> Talk to local event planners and venue coordinators early on. They can tell you what clients are asking for and whether there's demand for another mobile bar in the area.

### Choose a Business Model

Most mobile bar businesses sell packages that bundle bartending service, setup, and a drink menu for a set price. Add-ons like premium liquor upgrades, signature cocktail development, or extra bartenders for larger events let you increase revenue per booking.

Pricing often scales with guest count, since more guests means more bartenders and more supplies. Some operators offer tiered packages (beer and wine only, full bar, premium bar) to serve different budgets.

Additional revenue streams to consider:

- Per-drink pricing (where local liquor laws allow)
- Collaborations with event venues as a preferred vendor
- Brand sponsorships or partnerships with beverage companies
- Non-alcoholic cocktail packages (mocktail bars)
- Bar rental without bartending service

### Estimate Your Startup Costs

Startup costs vary widely depending on how you want to launch. If you're new to selling event services, start lean. You can always upgrade your setup as revenue grows.

#### Mobile Bar Setup

A simple portable bar setup can cost around $1,000, while a custom mobile bar trailer can exceed $100,000. Many operators start with a basic folding bar and upgrade after they've booked enough events to justify the investment.

#### Inventory and Equipment

Professional bartending tools, coolers, glassware, and serving supplies typically run $500 to $1,500. Invest in durable, commercial-grade equipment that can handle regular transport and outdoor conditions.

#### Vehicle

You may need a vehicle to transport your bar setup or trailer. A used vehicle suitable for hauling equipment could range from $10,000 to $30,000 depending on size and condition. Some operators start by renting a truck or trailer for events until they can justify a purchase.

#### Licensing and Permits

Budget $2,000 to $5,000 for licenses and permits. The exact cost depends on your state and local requirements, which vary significantly. More on this in the legal section below.

#### Marketing and Branding

A professional logo, website, and marketing photos help you make a strong first impression. Expect to spend $2,500 to $10,000 depending on whether you hire professionals or handle some of it yourself.

#### Insurance

General liability and commercial vehicle insurance typically costs $1,000 to $4,000 per year. Liquor liability insurance is an additional cost that varies by state.

> A lean startup (portable bar, basic equipment, DIY branding) might cost $5,000 to $10,000. A premium launch with a custom trailer and professional branding could exceed $50,000. Start where you can afford to and grow from there.

### Marketing and Getting Booked

Having a great bar setup means nothing if clients can't find you. Marketing for a mobile bar business is a mix of online presence, relationships, and word of mouth.

#### Build an Online Presence

Your website is your most important marketing tool. It should clearly show your services, packages, pricing (or starting prices), photos of your setup in action, and reviews from past clients. Make it easy for someone to request a quote or check your availability.

Social media helps, especially Instagram and TikTok where visual content performs well. Post photos and short videos from events (with client permission), behind-the-scenes setup content, and cocktail-making clips. List your business on Google Business Profile, The Knot, WeddingWire, and local vendor directories.

#### Build Vendor Partnerships

Event planners, wedding venues, caterers, and photographers are your best referral sources. Reach out to introduce yourself and offer to do a styled shoot or tasting event so they can experience your service firsthand. Getting on a venue's preferred vendor list is one of the most reliable ways to generate consistent bookings.

> Offer something of value when approaching venues and planners. A free tasting event or a discounted bar package for their next open house gives them a reason to work with you.

#### Network in Person

Attend industry events, trade shows, and local business gatherings. The goal is to build genuine relationships, not just hand out business cards. Show up consistently and people will start to remember you and think of you when opportunities come up.

#### Invest in Referrals

Happy clients are your best marketing channel. Underpromise and overdeliver, then make it easy for satisfied customers to leave reviews and refer friends. A simple referral incentive (like a discount on their next booking or a gift card) can turn one great event into several more.

#### Online Advertising

Targeted online ads can help you reach specific demographics and geographic areas. Google Ads work well for people actively searching for mobile bar services. Social media ads are better for building awareness with engaged couples or event planners who haven't started looking yet.

### Licensing and Legal Requirements

The legal side of running a mobile bar business is critical to get right. Serving alcohol comes with real liability, and operating without proper licenses can result in fines, lawsuits, or losing the ability to operate.

#### Business Registration

Register your business as a legal entity. An LLC is the most common choice for mobile bar operators because it provides personal liability protection. You'll also need a tax identification number (EIN) from the IRS.

#### Alcohol Licensing

Apply for the alcohol licenses and permits required by your local and state authorities. Requirements vary widely by location. Some states require a caterer's liquor license, others have specific mobile bar permits, and some require event-by-event temporary permits. Research your state's alcohol beverage control (ABC) board for specific requirements.

> Alcohol licensing requirements vary significantly by state, county, and city. What works in one jurisdiction may not be legal in another. Consult a local attorney or your state's ABC board before you start serving.

#### Insurance

At minimum, you need general liability insurance, liquor liability insurance, and commercial auto insurance. Many venues require proof of insurance before they'll let you work on-site. Some will require you to name them as an additional insured on your policy.

#### Health and Safety Compliance

Follow health and safety regulations for food handling and sanitation. This may include food handler certifications for your staff, proper ice handling procedures, and sanitation protocols for glassware and equipment.

#### Vehicle Regulations

If you're modifying a vehicle or trailer for your bar, check local regulations around vehicle modifications, safety inspections, and commercial vehicle permits. Some states have specific requirements for mobile food and beverage vehicles.

### Operations and Logistics

#### Staffing

Hire professional bartenders who can deliver consistent, high-quality service. Your bartenders are the face of your business at every event, so invest in people who are personable, reliable, and skilled. A general rule of thumb is one bartender per 50 to 75 guests.

#### Event Planning and Logistics

Build repeatable processes for booking, scheduling, inventory management, and transportation. The more streamlined your operations, the more events you can handle without things falling through the cracks.

A booking and client management platform like Check Cherry can help you manage proposals, contracts, payments, and client communication in one place. Having a system in place early saves you from outgrowing spreadsheets and email threads as your business scales.

#### Supplier Relationships

Build relationships with beverage distributors to get better pricing and reliable supply. As your volume grows, you may be able to negotiate wholesale rates or exclusive arrangements. Aligning your brand with well-known beverage brands can also add credibility to your service.

### Putting Your Plan Together

A business plan doesn't need to be a 50-page document. At its core, it should answer these questions:

- What service are you offering, and what makes it different?
- Who are your target customers, and how will you reach them?
- What does it cost to start, and how will you fund it?
- What will you charge, and how many events do you need to break even?
- What licenses, permits, and insurance do you need?
- How will you handle operations as you grow?

Write it down, even if it's just a few pages. The process of thinking through each section will help you spot gaps and make better decisions before you've spent money. Revisit your plan every six months as your business evolves.

> If you're looking for hands-on help getting your mobile bar business set up in Check Cherry, reach out through the chat bubble in the lower right corner. The team can walk you through packages, pricing, and online booking setup.

---

## How do I import backdrops from PB Backdrops?

*Category: Packages*

PB Backdrops offers a library of backdrop designs that sync into Check Cherry automatically. This lets you offer their designs without manually uploading each one.

### Setting Up Your PB Backdrops Account

1. Go to widget.pbbackdrops.com.
2. Make sure the backdrops you want to import are checked.
3. Copy your API key.

### Connecting to Check Cherry

1. Click Connect PB Backdrops Account.
2. Enter the API key from your PB Backdrops account and click Save.

> Depending on how many backdrops you have, it may take a few minutes for them to appear. Check Cherry syncs with PB Backdrops daily, but you can force a re-sync anytime from the Integrations page.

### Setting Prices

Once your backdrops are imported, the easiest way to set prices is to edit the backdrop category and assign a price that applies to all backdrops in that category.

→ Manage Backdrops

---

## Why does the email to my client show opened when I know it wasn't?

*Category: Messaging*

Email tracking isn't perfect. If an email shows as "opened" when you know your client hasn't read it, you're seeing one of the quirks of how tracking works behind the scenes.

### How Open Tracking Works

Open tracking uses a tiny invisible image (called a tracking pixel) embedded in each email. When someone's email app downloads this image, it registers as an "open." Here's the process:

1. An invisible tracking pixel is included in your email
2. When someone opens the email, their email app downloads this pixel
3. The download tells Check Cherry that the email was opened

#### Why Opens Can Be Inaccurate

- Auto-preview by email apps: Gmail, Apple Mail, and Outlook often automatically load email previews and their images — including tracking pixels — which registers as an open even if the person never actually read it
- Security filters: Spam filters and antivirus software scan incoming emails and load tracking pixels as part of their security checks
- Apple Mail Privacy Protection: Apple pre-loads tracking pixels for all emails to protect user privacy, making open rates appear higher than actual
- Sending a copy to yourself: If you have emails set to copy you (like payment reminders), your own email app might trigger the "opened" status automatically

> When an email is opened within 10 seconds of being sent, Check Cherry tags it as "auto open likely" to indicate the email system probably auto-previewed it rather than a human opening it.

### How Click Tracking Works

Click tracking is generally more reliable than open tracking because it requires deliberate action. Here's how it works:

1. Links in your email are modified to route through Check Cherry's system first
2. When someone clicks a link, they briefly go through Check Cherry's tracking system
3. The click is recorded
4. The person is redirected to the original destination

> Some corporate security programs automatically click links to check if they're safe, which can cause false click reports. Recipients might also notice that links look different and hesitate to click them.

### Disabling Email Tracking

Email tracking is enabled by default in your Check Cherry account. While we recommend keeping it enabled for insights into client engagement, you can disable it if needed.

1. Click Edit Settings
2. Find the email tracking options and adjust as needed

---

## How do I change the contract terms on a booking?

*Category: Contracts*

A client has a special request that requires different contract language. You can override the default terms on a single booking without changing your standard contract for everyone else.

### How to edit contract terms

Find your booking using the global search, or go to Proposals or Bookings and locate the specific booking.

1. Open the booking.
2. Click Manage Booking.
3. Click Edit Contract Terms.
4. Make the necessary changes.
5. Click Save Changes.

> Changes only apply to this booking. Your default terms remain unchanged. For package-specific terms that apply automatically, see custom terms for specific packages.

→ Go to Bookings

---

## Why is my email formatting not showing in the Messages tab?

*Category: Messaging*

The Messages tab is designed as a quick reference log of all communication, not a full email preview. When you send formatted emails with bold text, images, and colors, the Messages tab strips out the formatting to keep the log clean and scannable. Your clients still receive the fully formatted version.

### Why the Messages tab shows plain text

The Messages tab serves as a communication history for you and your team. Showing full HTML formatting would make it cluttered and harder to scan through multiple messages quickly. Think of it like a phone's text message list — you see the content, not the full formatting.

### How to see the formatted version

To see exactly what your client received, including all formatting, images, and styling:

1. Go to Reports.
2. Select Message History from the report options.
3. Run the report to see your formatted email history.

You can also use Email Event History for a more detailed view:

→ Go to Email Event History

Email Event History shows the full rendered version of every email sent from your account, exactly as your clients saw it.

> Use Email Event History to troubleshoot formatting issues or confirm that images and links are displaying correctly for clients.

---

## How to Configure Package Settings?

*Category: Packages*

Every package in Check Cherry has its own set of options that control pricing, scheduling, availability, and online booking behavior. This article walks through each setting in the package editor so you know what everything does.

To access settings for a specific package, click the menu button in the upper right corner of the package card in the Package Manager.

### General Settings

#### Title

The name of the package as it appears on invoices, bookings, and proposals. This is what your clients see when they receive a proposal or review their booking details.

#### Description

A detailed breakdown of what's included in the package. Use this space to list equipment, services, and anything else the client should know about what they're getting.

#### Status

Controls where and how the package appears in your account.

- Public: visible on your booking pages and available for online booking.
- Private: not visible on booking pages, but you can send a direct link to clients.
- Disabled: hidden from the Package Manager and online booking entirely.

#### Package Group

Groups let you organize related packages together. For example, you might group all 360 booth packages separately from mirror booth packages. Groups show as tabs in the booking engine and help clients browse your offerings.

#### Primary Image

The image displayed for this package in the booking engine. Choose something that represents the experience your clients can expect.

### Pricing and Scheduling

#### Scheduling Mode

Scheduling mode determines how clients select dates and times when booking. There are two main modes, each with its own sub-options.

#### Date and Time

Use this for services that last less than 24 hours, which covers most event bookings. There are three sub-modes.

Minimal: The most common option for event professionals. Clients pick a date and enter their start time directly. If your clients already know when their event is and are unlikely to change the date based on your availability, this keeps things simple.

Automatic Slots: Check Cherry generates available time slots based on your schedule and displays them for the client to choose from. This works well when both sides have flexibility, like a family photographer offering sessions throughout the day.

Predefined Slots: The most restrictive mode. You define specific time slots and clients choose from only those options. A venue might use this to offer a cheaper morning slot and a more expensive evening slot.

#### Date Only

Use this for rentals or services that span 24 hours or more, typically unattended equipment rentals.

Calendar Picker: Clients select a date range from a calendar. Common for equipment rentals lasting more than 8 hours, like drop-off photo booth rentals.

#### Starting Rate

The base price for the package. This is the minimum amount a client will be charged before any extra hours, add-ons, or unit-based pricing.

#### Number of Hours Included

The amount of time included in the starting rate. This is also the preselected duration when a client starts the online booking process.

> This is often, but not always, the minimum number of hours required to book the package. You can set a different minimum length in the settings below.

#### Taxable

When enabled, sales tax will be calculated on this package based on the venue location and your configured tax zones. You can have some packages that are taxable and others that are not, depending on what you're offering.

> Tax requirements vary by location and service type. Consult your accountant to determine the right settings for your business.

#### Charge for Extra Hours

Enable this if you want clients to be able to add time beyond the included hours.

Hourly Rate: The per-hour charge for any time beyond the included hours.

Booking Increment: The smallest unit of extra time a client can add. Typically set to one hour, but you can allow smaller increments. For example, if a package includes 4 hours and the increment is 15 minutes, clients could book 4h 15m, 4h 30m, 4h 45m, and so on.

#### Minimum Length

The shortest duration a client can book this package for. If the minimum is less than the hours included, the client is still charged the full starting rate.

#### Maximum Length

The longest duration a client can book this package for.

> If you need bookings longer than 24 hours, use the Date Only scheduling mode and enter the number of days.

### Charge by Unit

In addition to time-based pricing, you can charge based on a unit quantity like guests, square footage, or any other measurable unit.

#### Charge Per Unit

Multiplies the number of units by a per-unit price and adds that to the booking total.

For example, a mobile bartender might charge an hourly rate for the event plus a per-guest fee to cover supplies. If the per-guest rate is $5 and there are 100 guests, $500 is added to the booking.

#### Charge by Unit Range

Instead of a flat per-unit price, you can set tiered pricing based on ranges. Each range has its own flat rate.

For example, a real estate photographer might charge $200 for homes under 2,000 sq ft, $350 for 2,000-4,000 sq ft, and $500 for anything over 4,000 sq ft.

#### Unit Settings

- Unit Name: The label your clients see. Choose wording that makes sense for your service (guests, square feet, tables, etc.).
- Minimum: The minimum number of units that can be booked.
- Maximum: The maximum number of units that can be booked.
- Price Per Unit: The price charged for each unit (when using per-unit pricing).

### Deposit Settings

Controls whether a deposit is required when the booking is created.

- Flat Rate: A fixed dollar amount is collected as the deposit.
- Percentage: The deposit is calculated as a percentage of the total booking amount.
- None: No deposit is required.

### Availability

Controls which days and times this package can be booked.

Yes (available every day): The package is available 7 days a week with no time restrictions beyond your business-wide availability settings.

Yes, with limited hours: Available every day, but only within a specific time window.

- Earliest Start: The earliest time a booking can begin each day.
- Latest Start: The latest time a booking can begin each day.

No (specific days only): Lets you choose which days of the week the package is available, with individual time windows for each day.

- Earliest Start: The earliest time a booking can begin on the selected days.
- Latest Start: The latest time a booking can begin on the selected days.

### Advanced Settings

#### Online Booking Title

By default, the booking engine uses your package title. You can override it here if you want a different name to appear on booking pages.

#### Show Title on Booking Page

- Yes: The package title is displayed on the booking page.
- No: The title is hidden on the booking page.

#### Sub Header

Additional text that appears below the package title on the booking page. Use it for a tagline, brief description, or pricing summary.

### Online Booking Mode

Determines what happens when a client selects this package in the booking engine.

- Allow Online Booking: The client can complete the booking online, including payment.
- Request for Proposal: A proposal is created for the selected package, but you need to review and send it manually.
- Display Lead Form: Instead of booking, a lead form is shown. If the prospect fills it out, a new lead is created that you can convert to a proposal and send.

### Backdrops

If your service involves backdrops (common for photo booths), you can require clients to choose one during booking.

Does this package require the user to choose a backdrop?

- Yes: The client must choose from your available backdrops.
- No: No backdrop selection is shown.

Allow customers to skip this step?

- Yes: The client can skip backdrop selection and choose one later.
- No: The client must select a backdrop before the booking can be completed.

> If you have questions about any of these settings, reach out to us through the chat bubble in the lower right corner of your account.

→ Go to Packages

---

## Photo Booth Booking Forms: Best Practices

*Category: Best practices*

A smooth booking process starts with collecting the right information without overwhelming your clients. The goal is to get everything you need to deliver great service while making it easy for people to say yes.

### Show Event Types and Packages First

Let clients choose their event type and see available packages before asking for personal details. Different events have different needs — a wedding photo booth focuses on capturing memories and fun moments, while a corporate event might prioritize lead collection and brand visibility.

> Show pricing upfront to reduce low-quality leads. People who abandon after seeing prices weren't going to book anyway — better to know early than waste time on follow-up.

### Essential Booking Information

Collect what you need to deliver the service and send follow-up communications:

- Client name, email, and phone number
- Event date, start time, and venue address
- Selected package and any add-ons

The venue address is especially important if you charge travel fees or need to collect sales tax based on location — both affect the final price.

> Set up automated payment reminders and booking confirmations to create a consistent experience without manual work on every booking.

### Add-Ons and Customization

Add-ons let clients customize their experience and increase your booking total. Popular photo booth add-ons include custom overlays, guest books, backdrop upgrades, extra hours, and props packages. Only show add-ons that work with the selected package to avoid confusion.

### Contract Signature and Deposit

Require both a signed contract and deposit payment before confirming the booking. The signature protects both parties with clear terms, and the deposit ensures the client is committed to the date. This combination dramatically reduces cancellations and no-shows.

### Keep the Form Simple

Only collect what you need to confirm the booking. Save detailed questions — backdrop choices, overlay customization, music preferences — for a follow-up questionnaire after they've paid. A multi-step process feels less overwhelming than one long form.

> If your booking form takes more than 3-4 minutes to complete, you're probably asking for too much upfront. Most successful photo booth operators collect the essentials at booking and get the details later.

### Use Digital Everything

Digital forms, signatures, and payments make the process smoother for everyone. Clients can book anytime, you avoid duplicate data entry, and there's no risk of lost paperwork. An integrated booking system prevents double-bookings and keeps everything in one place.

→ Set Up Online Booking

---

## How do I configure package group settings?

*Category: Packages*

Package groups organize your packages into categories like "Standard" and "Premium" within each service. Each group has its own settings that control how it appears during online booking.

1. Find the package group you want to edit.
2. Click the gear icon on the package group title bar.

### Name and Service

- Name: The group name that clients see during booking
- Service: Which service level this package group belongs to

### Booking Engine Settings

Show name on booking engine: Choose whether to display the package group name during online booking. You can show or hide it depending on how you want to present your packages.

Sub Header: Add a brief line of text below the group name to provide additional context during the booking process.

Pricing disclosure timing: Control when clients see your pricing during online booking:

- Show pricing immediately: Pricing appears as soon as a package is selected
- Delay pricing: Pricing is hidden until after the client enters their contact information

> Showing pricing upfront helps reduce low-quality leads from people who are just price shopping. Most businesses find this approach more effective for qualifying serious inquiries.

### Primary Image

This image represents your package group on the online booking page. You can upload a new image or select one from your media library. For best results, use a tall image with dimensions around 300x500 pixels.

### Theme

Themes let you customize the colors, images, and overall look of your booking pages. You can create a theme once and apply it to multiple package groups, ensuring all packages within a group share the same visual style.

---

## Push Notifications

*Category: Mobile app*

> Push notifications are only available in the Check Cherry app for iOS and Android. Download the app to get started.

Push notifications keep you updated on your business while you're away from your computer. Get instant alerts when someone books, signs a contract, or fills out a lead form.

### Enabling Push Notifications

When you first log into the Check Cherry app for iOS or Android, you'll be prompted to enable push notifications. Tap Allow.

> Don't have the app yet? Download Check Cherry for iOS or Android.

### Managing Notification Settings

After enabling notifications, you can control which types you receive. Open the menu in the top right and tap Settings.

The notification options available depend on your user role and permissions.

#### Admin Notifications

Admins can receive notifications for actions on bookings, proposals, leads, and questionnaires.

#### Staff Notifications

Staff users only receive notifications for bookings they're assigned to.

### Troubleshooting

#### The notification toggle is grayed out

If you can see the push notification option but it's grayed out, Check Cherry doesn't have permission to send notifications on your device. You'll need to enable it in your phone's settings.

#### iOS: 

Open the Settings app, go to Notifications, find Check Cherry in the list, and make sure "Allow Notifications" is enabled.

#### Android: 

Open Settings, then Notifications &gt; App Notifications. Find Check Cherry and make sure the toggle is enabled.

#### I don't see the notification option at all

Push notifications require Check Cherry app version 1.6.0 or later. Visit the App Store or Google Play to make sure you have the latest version installed.

> If notifications have stopped working, try uninstalling and reinstalling the app. Make sure to log back in and allow notifications when prompted.

#### Do Not Disturb is blocking notifications

Both iOS and Android have Do Not Disturb features that can prevent Check Cherry from sending notifications, even when the app is configured correctly.

iOS:

Go to Settings &gt; Focus and check if "Share Across Devices" is enabled. If it is, Do Not Disturb on one Apple device will silence notifications on all your devices.

Android:

Android's Do Not Disturb feature may be listed as Modes and Routines. Click on the Settings menu, then select Modes and Routines (sometimes called Do Not Disturb), then check the routines you have active to ensure that none of those are actively suppressing your notifications. Review any active routines to make sure they're not suppressing notifications.

---

## How do I refund a manual payment?

*Category: Payments*

When a client paid by cash, check, or another manual method and needs a refund, you'll handle the refund directly (hand them cash, write a check, etc.) and record it in Check Cherry to keep your books accurate.

1. Go to the Invoice tab.
2. Click the down arrow next to the manual payment you want to refund.
3. Select Record Manual Refund.

> Credit card payments processed through Check Cherry Payments can be refunded directly from the invoice — no need to handle the money yourself.

---

## Check Cherry for Photo Booth Businesses

*Category: Best practices*

Photo booth businesses have unique workflow needs that generic booking software doesn't address. Check Cherry includes features built specifically for how photo booth operators work — from backdrop management to design templates to equipment tracking.

### Photo Booth-Specific Features

- Backdrop Manager: Upload and organize your backdrop collection, set pricing for premium options, create double-sided backdrop availability rules, and let clients browse and select their favorite during booking.
- Design Collections: Offer overlay templates and print layout options that clients can browse and choose from. Import from third-party design apps or create your own.
- Artwork Approval: Upload finished event artwork and let clients approve or request revisions through their client portal before the event.
- Equipment Checklists: Create load-in and load-out checklists to track all your equipment and props per event.
- Sessions: Set up mini session events (like Santa photos or Valentine's shoots) where clients book individual time slots throughout the day at a lower per-session rate.

### Core Business Management Tools

Beyond photo booth-specific features, you get all the tools you need to run your business professionally:

- Client Management: Store client information, track communication history, send automated messages, and manage contracts and questionnaires.
- Online Booking: Let clients browse packages, select add-ons, choose backdrops and designs, sign contracts, and pay — all in one seamless checkout experience.
- Scheduling &amp; Availability: Manage your calendar, set blockout dates, sync with Google Calendar, and prevent double-booking with intelligent availability rules.
- Travel Fees: Set up multiple travel zones with automatic distance calculation and fee application based on the event location.
- Sales Tax: Automatically calculate and collect sales tax based on event location using our TaxJar integration.
- Proposals: Create custom quotes for clients who prefer to review pricing before booking, with easy acceptance, signing, and payment.
- Lead Forms: Generate embed codes for lead capture forms and easily add them to your website.

> Most photo booth operators start with 3-4 backdrop options and 2-3 design collections. You can always add more as your business grows.

---

## How do I prevent clients from adding add-ons to a proposal?

*Category: Proposals*

By default, clients can add or remove add-ons when reviewing a proposal. If you want to restrict the proposal to exactly what you included, you can disable this.

### Disabling Add-On Changes

1. Open the proposal.
2. Click Manage Booking.
3. Scroll to "Should the customer be able to add and remove add-ons before accepting?"
4. Select No.
5. Save.

> This setting is per-proposal. You can allow add-on changes on some proposals and restrict them on others.

---

## How do I give clients different options on a proposal?

*Category: Proposals*

Proposal alternatives let you offer multiple package options on a single proposal. Instead of sending separate quotes, clients can compare options side-by-side and choose what works best for their budget and needs.

### Creating Your First Alternative

You'll need a proposal with at least one package before you can add alternatives. Once you have that:

1. Open your proposal.
2. Below the last package, click Add Proposal Alternative.
3. Choose a different package for the alternative. Each alternative will appear on a separate tab.

Once you have at least one alternative, you can add more by clicking the Manage Alternatives button above each proposal alternative and choosing Add Another Alternative:

> Most businesses offer 2-3 alternatives — a basic option, a popular mid-tier package, and a premium choice. This makes it easy for clients to see the value of upgrading while still giving budget-conscious customers a good option.

### Watch: Proposals and Alternatives

→ Go to Proposals

---

## How do I configure questionnaire settings?

*Category: Questionnaires*

Questionnaire settings control who can see and edit your forms, both for the templates you create and for individual bookings. Most businesses allow clients to see and edit their questionnaires, but restrict staff editing to prevent accidental changes.

Click the down arrow next to any questionnaire to access its settings.

### Visibility and Editing Settings

These settings determine who can see and modify each questionnaire:

- Allow staff to see this form: Staff can view completed questionnaires on bookings
- Allow staff to make changes to this form: Staff can edit questionnaire content and responses
- Allow customers to see this form: Clients can access the questionnaire in their portal
- Allow customers to make changes to this form: Clients can edit their responses after submitting

> Most businesses enable client visibility and editing so customers can update their information as plans change. Staff editing is useful for correcting typos or adding notes.

### Template Management

Other options available from the dropdown menu:

- Preview: See how the questionnaire looks to clients
- Edit: Modify questions and content
- Duplicate: Create a copy to use as a starting point
- Delete: Permanently remove the template

> Changes to questionnaire templates only affect new bookings. Existing bookings keep their original questionnaire settings.

### Changing Settings on Individual Bookings

You can override template settings for specific bookings by going to the booking and clicking the Questionnaires tab. This lets you adjust permissions for just that booking without changing the template.

### Editing Questions on a Booking

To modify the actual questions on a specific booking, click the down arrow next to Fill Out and select Revise Questions. Changes only apply to that booking.

> Use "Revise Questions" when you need to add event-specific questions or remove irrelevant ones for a particular client.

---

## How do I tell clients where to send checks?

*Category: Payments*

If you accept checks, clients need to know where to mail them. Add your mailing address and instructions to your check payment method so it shows up on their payment page.

1. Click the settings gear next to the check payment method.
2. Enter your mailing address where clients should send checks.
3. Save your changes.

This information will appear when clients select check as their payment method, giving them clear instructions on where to mail their payment.

---

## Why do my bulleted lists not look right in online booking?

*Category: Online booking*

If you use bullet points or numbered lists in your package descriptions or message templates, you may notice they look different in certain parts of the app — or don't look quite right in a client's email inbox. This is a known limitation of how formatting works across different contexts, and understanding why it happens makes it easier to work around.

### Package descriptions

Package descriptions appear in several places: the online booking flow, invoices, emails, and the booking overview page. Each context has different layout requirements. On the booking page, descriptions are centered to match the package title, price, and graphic above them — left-aligned text would look out of place there. But on invoices and emails, centered text looks awkward, so those contexts use left alignment.

Because the same description is used in both centered and left-aligned contexts, the alignment setting in the package editor preview doesn't carry through everywhere. What you see in the editor isn't always what your client sees. This is a known tradeoff, and improving how package descriptions are displayed across contexts is something we plan to revisit in a future redesign.

> For now, keep package descriptions simple — short sentences or plain bullet points tend to look the most consistent across all the places they appear.

### Message templates and automated emails

The message editor uses HTML to apply formatting, and HTML looks great in a browser. The problem is that email clients — Gmail, Outlook, Apple Mail, and others — each support a different subset of HTML and CSS. Features that render perfectly on the web may be stripped out or displayed incorrectly in an inbox.

The editor itself is a standard third-party rich-text library, so what you see while writing looks polished. The preview on the next step is our attempt to show you something closer to how the email will actually appear to your client. It won't be a perfect match for every email client, but it should be reasonably close.

> Avoid nesting lists inside other lists in message templates — for example, a bulleted list inside a numbered list. This is one of the formatting patterns most likely to break in email clients.

---

## How do I send a message from a booking?

*Category: Messaging*

You'll often need to follow up with clients about details, send reminders, or answer questions. Instead of switching to your email app or copying contact info, you can send messages directly from any booking in Check Cherry.

You have two options: write a message from scratch or use Quick Send to choose from your pre-written templates with one click.

### Sending a Custom Message

For one-off messages specific to this booking, click New Email or New Text Message (Requires a Twilio or Quo integration) to write from scratch. This opens a composer where you can write your message and send it directly.

### Using Quick Send for Templates

Quick Send is faster when you have common messages you send regularly — like timeline requests, setup questions, or thank you notes. Click Quick Send on any booking to see your available templates.

Templates are organized into three categories:

- Custom Templates — Templates you created specifically for manual sending
- System Templates — Built-in templates from Check Cherry
- Automated Messages — Templates that are also used for automated sends (only appear if active)

> To create templates just for manual use, go to Message Templates. These won't trigger automatically but will always appear in Quick Send.

→ Manage Message Templates

---

## How do I see which lead form a lead came from?

*Category: Leads*

You have multiple lead forms on your website and a lead just came in. Which form did they fill out? The leads list shows the source of each lead so you can see which marketing efforts are working.

### How to find lead sources

The leads list shows the source of each lead in the rightmost column. Leads can come from three places:

- A contact form on your website
- A package set to "Lead Form" booking method when someone clicks Book Now
- An incomplete online booking (someone started but didn't finish)

The source field tells you exactly which form was submitted or if it came from an abandoned booking. This helps you see which lead forms are getting the most submissions and where to focus your marketing efforts.

> If you have leads coming from multiple sources, consider creating separate lead forms for different marketing campaigns to track which ones work best.

---

## How do I create a proposal from an appointment?

*Category: Bookings*

The consultation went well and the client wants to move forward. Create a proposal directly from the appointment so you don't have to re-enter their info.

1. Find the appointment and click on it to open the details.
2. Click the Convert button and choose Proposal.
3. The client's contact information and event details will carry over to the new proposal.
4. Add packages, set pricing, and send the proposal to your client.

Once you send the proposal, your client can review it, sign the contract, and pay their deposit to confirm the booking.

---

## How does the design revision request email work?

*Category: Messaging*

A client picks their overlay design, you create the artwork, and they want changes. When they request a revision through their booking portal, Check Cherry sends you an email with their name, booking details, and revision notes so you can make the changes.

There is a system email template already set up in your account. You can customize it to include any additional information you want. The system will automatically generate emails from this template and send them to your business contact email.

> The revision request email is part of the design approval workflow. For the full process, see design collections.

### Editing the Template

1. Go to Automated Messages and click the System Templates tab.
2. Find the template called Design Revision Requested.
3. Edit the template as needed, then click Save.

→ Go to Automated Messages

---

## How do I configure my service settings?

*Category: Bookings*

Services are the top level of your package hierarchy — if you offer bartending, photo booth and DJ, each could be a separate service. Service settings control what clients see first on your booking page and how the booking flow works for that type of event.

### Accessing Service Settings

1. Go to Packages.
2. Click the gear icon next to the service you want to configure.

### General Settings

Name — The service name clients see during booking (Photo Booth, DJ, Mobile Bartender).

Do you wish to collect the location name and address during booking? — Choose how clients provide event location details:

- Yes, allow customers to provide any address
- Yes, only from preferred locations
- Yes, show both preferred locations and allow custom
- No, but set it to my business address
- No, do not add an address

What do you call locations? — The label clients see for location fields. Choose from:

- Venue
- Location
- Property

Allow customers to skip this step? — Let clients skip the location step if they're not ready to provide details yet.

> Most event professionals require location details since travel fees depend on distance. Only allow skipping if you primarily serve local clients or don't charge travel fees.

### Images

#### Primary Image

This is the first image clients see when they visit your booking page. It sets the tone for your service and should showcase your work quality.

> Recommended size: 300x500 (tall orientation works best). You can upload a new image or select from your Media Library.

#### Proposal Image

This image appears as the cover photo on proposals for this service, overriding your default proposal cover.

> Recommended size: 1500x500 (wide orientation). This creates a professional header for your proposals.

### Booking Engine

Show name on booking page? — Display the service name prominently on your booking page. Most businesses keep this enabled so clients know exactly what they're booking.

Sub Header — A short line of text that appears below the service name. Use this to provide helpful context like "Complete wedding entertainment" or "Professional photo booth experience."

> Keep sub headers brief and focused on the benefit to the client. This text helps set expectations during the booking process.

### Staff Settings

What do you call the staff of this type of event? — The label clients see for staff members (DJ, Photo Booth Attendant, Bartender). This appears throughout the booking flow and client communications.

How should staff be assigned to this event? — Choose how staff members are connected to bookings:

- Allow customer to choose from available staff during booking
- Automatically assign a certain staff member
- Allow staff to request bookings
- Allow staff to claim bookings
- Do not assign staff

> Most solo operators choose "Automatically assign" and set themselves as the default. Larger teams often use "Allow staff to claim bookings" to let team members pick their own events.

---

## How do I share my booking page link?

*Category: Online booking*

Whether you're updating your website, posting on social media, or replying to an inquiry, you'll need a link to your booking page. You can share your full booking page or link directly to a specific service or package to skip the browsing step.

### Full Booking Page Link

The link to your complete booking page is at the bottom of the Package Manager. This takes clients to the start of your booking flow where they can browse all your public packages.

### Link to a Service

To send clients directly to a specific service, click the chain link icon in the upper right corner of the service bar.

You'll see options for public packages only, or both public and private packages within that service.

### Link to a Package Group

Click the chain link icon on any package group to get a direct link to that group. Like services, you can choose to include only public packages or both public and private packages.

### Link to a Specific Package

For the most direct path, click the chain link icon under any package to get a link that takes clients straight to that package.

> Direct package links work great for social media posts or when you know exactly what someone wants. Share a link to your most popular package on Instagram, or send a client straight to the package you discussed over the phone.

→ Open Package Manager

---

## How do I recommend specific add-ons during booking?

*Category: Packages*

Some add-ons are perfect companions to certain packages. Recommending them puts them front and center during booking so clients are more likely to see them.

### Setting Up Recommendations

1. Go to Add-ons.
2. Select the add-on you want to recommend.
3. Click the star icon next to each package where this add-on should be recommended.
4. Save.

### What Clients See

Recommended add-ons appear in a separate "Recommended" section during booking, before the full add-on list.

---

## How do I set up automated payment reminders?

*Category: Payments*

The client signed and paid the deposit, but the final balance is just sitting there. Payment reminders follow up for you automatically so you don't have to send the awkward "hey, you still owe me" email.

### Setting Up a Reminder

1. Go to Automated Messages.
2. Click New Automated Message.
3. Select the Payment Due Date email template group.
4. Choose one of the pre-made templates or create your own.
5. Customize the message template and click Save.

> Include the payment link dynamic value in the email. This gives the client a one-click link to pay their balance without needing to log in or call you.

### How Most Businesses Set This Up

Most businesses set up 2-3 reminders that escalate gently:

- A friendly reminder when the balance becomes due. Something like "Just a heads up, your remaining balance is due."
- A follow-up a few days later if it's still unpaid. A little more direct.
- A final reminder closer to the event. "Your event is next week and we still have an outstanding balance."

You don't need to write these from scratch. Check Cherry includes pre-built templates you can customize. The tone is up to you, but keeping it friendly and matter-of-fact works well. Nobody likes feeling chased.

### Timing

You can schedule reminders relative to the event date (e.g. 14 days before) or relative to the payment due date (e.g. 3 days after the balance is due). Messages go out at approximately 11 AM in your account's time zone.

### Conditions

You can add conditions to control when a reminder fires. For example, only send reminders for bookings over a certain amount, or only for specific packages.

> If you add multiple conditions, all of them must be met for the email to send. They work as AND logic, not OR.

> For a full overview of what you can automate, see Automated Messages overview.

→ Open Automated Messages

---

## How do I add print layout templates or designs to a booking?

*Category: Getting started*

When clients book a photo booth or photography session, they often want a say in how their prints look. Design collections let you offer print layout templates, overlays, or design options as part of any package or add-on. Once a collection is attached to a booking, clients can browse the designs, make a selection, request revisions, and give final approval — all inside Check Cherry, without back-and-forth emails.

### Create a design collection

A design collection is a named set of templates you can attach to packages or add-ons. You can create your own, edit the included sample collection, or connect a third-party design integration.

1. Go to Design Collections.
2. Click New Design Collection to create your own, or click the sample collection to edit it. If you have a third-party design integration set up, go to Business Settings --&gt; Integrations and click New Third Party Collection to add a 3rd party integration.
3. Click New Third Party Collection and select the integration to pull in designs from that provider.
4. Give the collection a name and save.

### Upload templates to the collection

With your collection open, use New Template to add images one at a time, or use Bulk Actions to upload or edit multiple templates at once.

### Assign templates to packages or add-ons

Once your templates are uploaded, click the Settings tab inside the collection. From here you can:

- Choose which packages or add-ons this design collection is available for
- Select which individual templates are displayed to clients in this collection
- Choose which layouts are available
- Select which categories of templates are available

### Sync changes to existing bookings

If you update a design collection after bookings are already in place, use the Sync button to push your changes out to existing bookings automatically.

> The sync button only updates existing bookings that already have this collection attached. New bookings will automatically get the latest version.

---

## Understanding Email Bounce Errors

*Category: Messaging*

When an email can't be delivered, you'll see a bounce status with a reason explaining why. This guide covers what each bounce error means and what you can do about it.

### Hard vs Soft Bounces

- Hard bounce: A permanent failure. The address doesn't exist or the domain is invalid. These emails will never be delivered.
- Soft bounce: A temporary issue like a full mailbox or a server timeout. These often resolve on their own.

> Check Cherry tracks hard bounces and suppresses future sends to invalid addresses. This protects your sending reputation so your other emails keep landing in inboxes.

### Checking Bounce Status

1. Go to Hard Bounces.
2. Click the Hard Bounces tab to see suppressed addresses.
3. Click any message to see the full delivery status and bounce reason.

### Common Bounce Errors

#### 550 Permanent Failure for One or More Recipients

Error codes: 550 permanent failure for one or more recipients

This is a generic error that means the recipient's email server permanently rejected the message. The specific reason varies, but it's telling you the email won't be delivered and shouldn't be retried.

- Check the email address for typos — this is the most common cause
- Ask the client to confirm their current email address
- Try an alternate email if you have one
- If the address looks correct, their email provider may be blocking messages from Check Cherry. They can contact their IT department to find out why the block is happening

> This error often masks more specific issues like invalid addresses or policy rejections. The recipient's email server isn't providing detailed information about why it rejected the message.

#### Invalid Email Address / User Not Found

Error codes: 550 5.1.1 User Unknown, 550 Requested action not taken: mailbox unavailable

The email address doesn't exist on the recipient's mail server. Usually a typo, a deleted account, or an old address that's no longer active.

- Double-check the email address for typos
- Ask the client for their current email
- Check if their company changed email domains

#### Mailbox Full

Error codes: 552 5.2.2 mailbox is full, 452 insufficient storage

The recipient's inbox is at capacity and can't accept new messages.

- Wait a day or two and try again
- Contact the client by phone to let them know
- Try an alternate email address if you have one

#### Domain or DNS Issues

Error codes: Unable to get MX info, Failed to get IPs from PTR record, BOGON address

The recipient's email domain isn't properly configured to receive email. The domain may have expired, or their DNS records are misconfigured.

- Check the domain for typos (the part after the @ symbol)
- Ask the client if their domain or email provider changed recently
- Try an alternate email address

#### Policy or Security Rejection

Error codes: 550 5.7.1 Command rejected, Message blocked, Sender verification failed

The recipient's email server is blocking the message based on their security settings. Common with corporate, school, and government email systems.

- Ask the client to add your sending address to their contacts or whitelist
- Send them the proposal link directly from your personal email instead
- Chat with us if you're seeing this across multiple clients

#### DMARC / SPF Rejection

Error codes: 550 5.7.23 SPF violation, DMARC policy rejection

This usually happens when the recipient has email forwarding set up. Their old address forwards to a new one, but the forwarding server doesn't properly authenticate the forwarded message.

- Ask the client for their direct email address instead of a forwarded alias
- This is a problem on the recipient's end, not something you can fix

#### Connection Timeout

Error codes: i/o timeout, connection timed out

Our server couldn't connect to the recipient's email server. This is almost always temporary.

- Wait and try again later. This usually resolves on its own.
- If it persists, the recipient's mail server may be down. Try an alternate address.

### FAQ

#### Will bounced emails be retried automatically?

Soft bounces (mailbox full, timeouts) may be retried automatically. Hard bounces (invalid addresses) will not, and the address is suppressed from future sends.

#### How can I prevent bounces?

Confirm email addresses with your clients when they book. Ask them to double-check spelling. Most bounces come from typos or outdated addresses.

#### A client says they didn't get my email but there's no bounce. What happened?

The email was likely delivered but filtered to another folder like Promotions, Spam, or Junk. Ask the client to check those folders and add your sending address to their contacts.

> For general email deliverability tips, see our article on why emails go to spam.

→ Email Event History

---

## How do I manage multiple locations?

*Category: Getting started*

Expanding into more than one city or metro region? Check Cherry gives you a few ways to manage multiple locations from the same login. Which one fits depends on two things: whether your locations share a bank account, and whether you want them under one booking link or each with its own.

### Start here: one bank account, or more than one?

Each Check Cherry account pays out to a single bank account. That decides whether your locations can share one account or need separate ones.

- All locations share one bank account — most businesses keep everything in one account (use Services or brands, below).
- Locations use different bank accounts — you'll need a separate Check Cherry account for each.

> Inside one account you can still give each location its own packages, travel pricing, branding, and even its own booking link. The bank account is the only thing that forces separate accounts.

### Simplest: a Service per location (one booking link)

For most multi-location businesses, create a Service for each location in the Package Manager and nest that location's packages under it. Customers use one booking link and choose the location they need. A Service is the top-level grouping in the Package Manager — each one holds its own package groups and packages.

Here's how that looks with two locations:

Service: Atlanta&nbsp;&nbsp;&nbsp;&nbsp;• Package Group: Weddings&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;• Package: 3-Hour Package&nbsp;&nbsp;&nbsp;&nbsp;• Package Group: Corporate&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;• Package: Custom QuoteService: Miami&nbsp;&nbsp;&nbsp;&nbsp;• Package Group: Weddings&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;• Package: 3-Hour Package&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;• Package: 4-Hour Package

1. In the Package Manager, click Build a new service and name it for the location (for example, "Dallas" or "Austin").
2. Add package groups and packages under that Service.
3. Repeat for each location.

→ Open Package Manager

### Give each location its own travel pricing

Travel is measured from a starting address, so add a travel zone for each location.

1. Go to Travel Zones and add a zone for the location.
2. Under "What address do you use as your starting point for this zone?", choose Custom Address and enter that location's address.
3. Set a flat or distance-based fee — distance is measured from that starting address.
4. In the Valid For Packages panel, select the packages under that location's Service so the zone applies only there.

→ Open Travel Zones

Scoping to a Service is a common Check Cherry pattern. Travel zones are just one example: add-ons, backdrops, extras, and more can each be limited to a specific Service, so every location offers exactly the right options while everything stays in one account.

> This keeps one booking link, one login, and one bank account while giving each location correctly priced travel and organized packages. It's the best fit for most city or metro expansions.

### Set a booking cap for each location

If a location can only handle so many events, give its Service a booking cap. On the Availability page, each Service has its own limit, so one location booking up doesn't block the others. Leave it blank for no limit, or choose Business Default to inherit your account-wide setting.

> For each location to control its own cap, leave the Business-Wide Settings Simultaneous Bookings field blank. With no limit at the account level, bookings are capped at the Service, package group, and package level instead, so every location sets its own.

1. Go to Availability.
2. Find the location's Service. Each Service row is marked with a Service badge.
3. Set its max number of bookings, and choose whether a booking blocks the entire day or just the scheduled time.

→ Open Availability

### A brand per location (a separate booking link for each)

Brands are a way to separate locations within the same account — no second account needed. The difference from Services: a Service keeps every location on one booking link, while a brand gives each location its own booking link and URL. Reach for a brand per location when you want each location to have its own booking link, and/or its own set of services nested under that link.

- Each brand has its own: booking link, logo, colors, contact info, and its own services and packages.
- All brands share: one account, one login, one bank account, and one pooled set of plan limits.

> Brands are included with your plan, so every location runs on the same subscription and shares your plan's booking and resource limits. There's no separate plan to buy for each one.

1. Go to Manage → Business Settings.
2. Click Add Another Brand at the bottom (available if your plan includes additional brands).
3. Set the brand's name, logo, colors, contact info, and URL.

→ Open Business Settings

For setup details, see Branding and How do I manage packages across brands?

### When your locations are really separate businesses

If your locations use different bank accounts, or you want completely separate billing, reporting, and logins, set up a separate Check Cherry account for each.

- Each account has its own URL, like your-business.checkcherry.com, and its own login — bookmark each one.
- Each has its own subscription, packages, reporting, and settings; nothing is shared.

There's no self-serve way to copy a location's setup into a separate account. If you'd like the same packages in your new account, contact support and our team can duplicate them for you.

### Do I get a discount for adding a second account?

There's no automatic discount for opening a second account, but you don't have to pay full price either. You can use your own link from the refer-a-friend program to get the same offer a new customer would. Go to Manage → Refer Friends, copy your referral link, and use it when you sign up for the second account.

→ Refer Friends

### User access with multiple locations

However you split locations within one account, some things are shared across all of them. Plan around these:

- No "location manager" role. Every admin or staff user sees the whole account — you can't limit someone to just one location's data.
- Staff aren't location-restricted. You can't give a team member access to one location but not another.
- Reporting is account-wide. Reports span all locations. You can filter by service or package, but there's no separate per-location ledger.

> If walling off each location's team and data is essential, separate accounts are the only way to get that today — at the cost of shared reporting and packages.

---

## Staff user roles and permissions

*Category: Staff*

Not everyone on your team needs access to everything. Roles and permissions let you control what each person can see and do.

### User Roles

- Admin: Full access to everything. Bookings, payments, settings, reporting. This is the account owner and managers.
- Staff: Can see bookings they're assigned to, client info, event details, and notes. Cannot access payments, settings, or reporting unless you grant additional permissions.
- Customer: Your clients. They log in to view their bookings, sign contracts, make payments, and fill out questionnaires through the client portal.

> The Check Cherry app for iOS and Android is only available to admins and staff. Clients access their bookings through the client portal in a web browser — not the app.

### Staff Permissions

Staff start with basic access. You can expand what they can do with two optional settings:

- See All Bookings: Lets staff see every booking in the system, not just the ones they're assigned to.
- Extended Permissions: Gives staff access to pricing, add-ons, venues, private notes, and the ability to convert leads to proposals.

#### What Extended Permissions Includes

- See and edit pricing on bookings
- See and edit add-ons
- See and edit venue details
- See and edit private notes
- Convert leads to proposals

> Staff with extended permissions still cannot see pricing on all bookings they're not assigned to, unless "See All Bookings" is also enabled.

### Sales Role

The Sales role gives staff everything in the basic Staff role plus built-in access to lead management and the ability to create and send proposals. Sales users can also be granted "See All Bookings" and "Extended Permissions."

### Quick Reference

| Role | Basic Access | Lead Management | Proposals | See All Bookings | Extended Permissions |
| --- | --- | --- | --- | --- | --- |
| Staff | ✓ | ✗ | ✗ | Optional | Optional |
| Sales | ✓ | ✓ | ✓ | Optional | Optional |

> The shareable link at the bottom of a booking will show pricing to anyone who opens it, even if pricing is hidden for that user.

### Adding a Staff Member

1. Go to User Accounts.
2. Click New User.
3. Enter their name and email.
4. Assign the appropriate role.
5. Send them a login invitation.

---

## How do I collect more information during the booking process?

*Category: Leads*

Extra questions let you collect information beyond the basics during online booking or on lead forms. Use them for things like customer address, event theme, guest count, or how they heard about you.

### Adding Extra Questions

1. Go to Extra Questions.
2. Click Add a Question.
3. Choose from the built-in questions or create a custom one.
4. Set when to show it — during online booking and proposals, or only for lead forms and internal use.
5. Choose which packages it applies to (or leave blank for all packages).
6. Mark as required if clients must answer it.
7. Click Save.

### Built-in Question Types

Check Cherry includes common questions you can enable with one click:

- Customer Address
- Business Name
- Event Type
- Estimated Guest Count
- Lead Source (How did you hear about us?)
- Setup At (Date &amp; Time)
- Dropoff At (Date &amp; Time)
- Stair Setup
- PO Number
- Setup Location
- Pickup Location
- Contact Preferences
- Estimated Budget

You can also create custom questions with different field types — text fields, dropdowns, radio buttons, checkboxes, or file uploads.

### Question Settings

Each question has settings that control when and where it appears:

When to ask: Choose "Collect during online booking and proposals" to show it to clients, or "Only for lead forms or internal use" to keep it for your own tracking.

Package filtering: Show different questions for different services. Ask about guest count for weddings but not for headshots. Ask about setup logistics for photo booths but not for photography.

> Start with 2-3 questions beyond the basics. The more you ask, the more likely clients are to abandon the booking process. You can always add more later.

### Using Answers in Messages

Each question creates an automated message token you can use to personalize follow-ups. If you ask "What's your event theme?", you get a [whats_your_event_theme] token to use in emails and text messages.

This lets you send personalized messages like "We'll see you on [event_date] for your [event_theme] celebration!" or "Thanks for booking! I'll start preparing ideas for your [estimated_guest_count]-person event."

> The token name is generated from your question text. Spaces become underscores, and special characters are removed. You'll see the exact token name when you create the question.

### What Clients See

During online booking, extra questions appear as a dedicated step after the client has selected their package and options. Required questions must be answered before they can continue. Optional questions can be skipped.

### Where You find the Answers to the Questions

On the confirmed booking Overview page, there is an Additional Info section at the bottom where you can find the customer's answers to the extra questions.

> Questions set to "Only for lead forms or internal use" are never shown to clients during online booking or on proposals — they only appear on lead forms or inside the Check Cherry app.

→ Set Up Extra Questions

---

## How was my customer able to book without paying a deposit?

*Category: Getting started*

When you create a proposal or booking using a custom package — one you build on the fly rather than selecting from your saved packages — Check Cherry has no pricing or deposit rules to pull from. The deposit field starts empty, and if you leave it that way, the client can complete checkout without paying anything upfront.

### Why this happens

For saved packages, the deposit amount is baked into the package settings. When you use a saved package on a proposal or booking, that deposit requirement carries over automatically. Custom packages don't have settings — they're created in the moment — so there's nothing for the system to pull from. The deposit field is left blank by default, and a blank deposit means no payment is required to confirm.

> If you find yourself creating the same custom package repeatedly, consider saving it as a proper package. That way the deposit is always set automatically and you can't accidentally leave it blank.

### How to require a deposit on a custom package

When building a proposal or booking with a custom package, look for the deposit field in the sidebar and enter the amount before sending it to the client.

1. Open the proposal or booking you are creating.
2. In the sidebar, find the field labeled Deposit due (or Retainer due, depending on your terminology settings).
3. Enter the deposit amount before sending the proposal or saving the booking.

> If a client has already booked without paying a deposit, you can add a payment request manually from inside the booking. Reach out via chat if you need help recovering an outstanding balance.

---

## Use the Backdrop Manager to organize your backdrops

*Category: Packages*

Clients love having backdrop options, and over time your collection grows. Organizing backdrops into categories makes it easier for clients to find the perfect one for their event.

### Categories

Backdrops are easier to browse when organized into categories. Most businesses use something like Basic, Premium, and Seasonal — but you can name them whatever makes sense for your collection.

#### Category Settings

- Category Name: What clients see when browsing (Basic, Premium, Free, etc.)
- Sub Header: Brief context shown under the name ("Included with your package," "Additional fee applies")

#### Default Settings

Each category has defaults that apply to all backdrops in that category unless you override them on individual backdrops:

- Default Price: Starting at $0.00, but you can set any amount
- Taxable: Whether backdrops in this category are subject to sales tax (only applies in your configured tax zones)
- Require Lead Time: Useful if you need to order or ship backdrops before the event
- Show in Backdrop Gallery Widget: Whether to display these backdrops on your marketing website

### Default Visibility

Control which packages can see and book backdrops from this category:

- Media: The primary image clients see when browsing backdrops
- Visible for Packages: Choose which packages can access backdrops in this category

> Backdrops have visibility settings at both the category level and individual backdrop level — both must be set to visible for clients to see the backdrop with a specific package.

### Individual Backdrop Settings

Each backdrop has its own settings that can override the category defaults:

#### Basic Information

- Name: What clients see when selecting backdrops
- Description: Optional details about the backdrop
- Category: Which category this backdrop belongs to
- Price: Override the category default if this backdrop has different pricing
- Taxable: Override the category tax setting if needed

#### Advanced Options

- Include at no charge with certain packages: If Yes, this backdrop is free for all packages it's assigned to. If No, you can set individual pricing per package or use the category default.
- Require lead time: Block bookings that don't give you enough time to prepare this backdrop
- Show in Backdrop Gallery Widget: Display this backdrop on your marketing website

### Media and Package Visibility

Upload the image clients will see when browsing backdrops. You can add multiple images or even a video to show the backdrop in action. You can upload files directly or choose from your existing Media Gallery.

By default, backdrops are visible to all packages. You can restrict specific backdrops to only appear for certain packages by editing the "Visible for Packages" field.

### Double-Sided Backdrops

If you have double-sided backdrops, set up availability rules to prevent overbooking. When one side is booked for a date, the other side becomes unavailable automatically.

1. Go to Availability Rules.
2. Click Add New Rule.
3. Give the rule a descriptive name (clients won't see this — it's for your reference).
4. Add both sides of the double-sided backdrop to the rule.
5. Set the maximum quantity you have of this backdrop.

Now when one side is booked, both sides are considered unavailable for that date. This prevents double-booking the same physical backdrop.

→ Manage Backdrops

---

## How do I set up the Photobooth Templates integration?

*Category: Integrations*

PhotoboothTemplates.com has a library of overlay and layout designs. Connect it to Check Cherry and your clients can browse and select templates directly from their booking — no more sending design samples back and forth.

1. Go to Integrations.
2. Find the Photobooth Templates logo and click Enable.
3. Follow the prompts to connect your PhotoboothTemplates.com account.

> Once connected, your templates will appear as options in your booking engine. Clients can browse and select designs during checkout.

### Video walkthrough

This video shows the complete setup process:

---

## Understanding UTM Tags in Check Cherry

*Category: Integrations*

> Looking to track referrals from venues, past clients, or business partners? Check out referral tracking for a simpler approach that gives each person their own unique link.

When you share your booking link, Check Cherry automatically captures UTM tags if they're included. These tags let you track where your bookings are coming from—whether it's a Facebook ad, an Instagram post, or a referral partner.

Think of UTM tags as little labels you attach to your booking link so you can tell later where a booking originated. This helps you understand which marketing efforts are actually driving revenue.

### What Are UTM Tags?

A UTM tag is extra text you add to the end of your booking link. It doesn't change your booking page—it only adds tracking information.

Example booking link (no tracking):faux-ever-events.checkcherry.com/reservation/start

Same link with UTM tags:faux-ever-events.checkcherry.com/reservation/start?utm_source=facebook&amp;utm_medium=ad&amp;utm_campaign=winter_special

Here's what each part means:

- utm_source=facebook — the traffic came from Facebook
- utm_medium=ad — it was from a paid ad, not an organic post
- utm_campaign=winter_special — you can identify the specific promotion

### Practical Examples

#### Partner Referrals

Give each partner their own unique link so you can see how many bookings they send your way.

faux-ever-events.checkcherry.com/reservation/start?utm_source=venue&amp;utm_medium=referral&amp;utm_campaign=grandballroom

#### Paid Ads

Running a Google or Facebook ad? Add UTM tags so you can see which ads actually generate bookings.

faux-ever-events.checkcherry.com/reservation/start?utm_source=google&amp;utm_medium=ad&amp;utm_campaign=summer_wedding

#### Emails & Social Posts

You can even track links from free channels like newsletters or Instagram.

Email newsletter:faux-ever-events.checkcherry.com/reservation/start?utm_source=newsletter&amp;utm_medium=email&amp;utm_campaign=june_update

Instagram bio:faux-ever-events.checkcherry.com/reservation/start?utm_source=instagram&amp;utm_medium=bio&amp;utm_campaign=spring2025

### How Check Cherry Captures UTM Data

- No setup required—Check Cherry automatically saves UTM tags when a booking happens
- You can look back and see which source (Facebook, Google, Instagram, partner, etc.) drove that booking
- View UTM data on individual bookings and in your reports
- Combine this with your ad platform reports to know your true ROI

> Start simple: just use utm_source (like facebook, instagram, google, partner). You can add utm_campaign when you want to track specific promotions. Keep your tag names short and easy to understand.

UTM tags help you see what's really driving bookings—ads, emails, social posts, or referrals. Most event professionals are surprised to learn which channels actually convert browsers into paying clients.

---

## What payment methods should I offer?

*Category: Best practices*

Clients who can't pay the way they want to pay often don't pay at all. The more payment options you offer, the fewer bookings you lose to friction.

### Credit and Debit Cards

Cards are the most convenient way for clients to pay. They allow customers to finance purchases, earn rewards, and offer buyer protection. Check Cherry Payments supports all major cards: Visa, Mastercard, Amex, and Discover.

### Mobile Payments

More clients are booking from their phones. Apple Pay and Google Pay make checkout effortless because payment details are already stored on their device. Check Cherry Payments includes both automatically.

### ACH Bank Transfers

ACH lets clients pay directly from their bank account with lower processing fees than credit cards. It's especially useful for larger payments like final balances.

### Alternative Payment Methods

You can also accept PayPal, Venmo, Zelle, Cash App, cash, or checks. These manual payment methods don't process automatically through Check Cherry, but you can record them to keep your books accurate.

> Business accounts for PayPal, Venmo, and similar services typically charge processing fees but may be required for integration features.

### Processing Fees

Credit card processing fees are a cost of doing business. Most businesses factor them into their package pricing rather than charging clients extra. Clients expect to pay by card and don't expect to pay extra for convenience.

Avoid making clients jump through hoops to save you money on processing fees. Focus on making it easy to pay — reducing friction increases bookings.

> Surcharging credit cards has complex rules. In the US, Visa prohibits surcharges on debit cards and prepaid cards entirely.

> Check Cherry lets you optionally pass processing fees to clients. If enabled, the fee appears as a separate line item on their invoice.

### Collect Deposit and Signature Together

Collecting the deposit at the same time as the contract signature locks in the booking in one step. Clients who sign and pay in the same flow are less likely to change their mind or book with someone else.

> Use Check Cherry's online booking system to collect signatures and deposits simultaneously. This eliminates the risk of getting one without the other.

### The Competitive Advantage

Clients often shop around before committing. When you make it easy to sign and pay online, you're more likely to win the business. The company that removes the most friction usually gets the booking.

→ Set Up Payment Methods

---

## How do I sync Check Cherry with QuickBooks Online?

*Category: Integrations*

Entering bookings into QuickBooks manually after they're already in Check Cherry is double work. The QuickBooks integration syncs your data automatically and keeps your accounting up to date.

> This integration works with QuickBooks Online only (not the desktop version) and is currently available in the U.S. and Canada.

### Setting Up the Connection

1. Go to Integrations.
2. Find QuickBooks Online and click Enable.
3. Sign in to your QuickBooks account when prompted and click Connect.
4. Set the sync start date — this tells QuickBooks when to begin syncing your data from.
5. Choose which QuickBooks account to sync payments to.
6. Select whether to sync payments only, or bookings and payments (recommended).
7. Click Finish Setup.

> Syncing is one-way from Check Cherry to QuickBooks Online. Changes made in QuickBooks won't sync back to Check Cherry.

### What Gets Synced

#### Payments Only

If you only sync payments, QuickBooks receives:

- Payment amounts (credit card, ACH, PayPal, manual, etc.)
- Refunds
- Credit card processing fees

#### Bookings and Payments (Recommended)

This is the default option and creates a complete record in QuickBooks:

- Creates an invoice in QuickBooks for each booking
- Booking total with line items
- Payment records
- Refunds
- Credit card processing fees

> A client must be assigned to the booking for it to sync to QuickBooks. Bookings without clients won't sync.

### QuickBooks Account Settings

By default, synced payments go to "Undeposited Funds" in QuickBooks, but you can change this to any account during setup. Most businesses keep the default since it matches how QuickBooks typically handles deposits.

### Manual Sync

After the initial setup, each booking shows when it was last synced with QuickBooks. Click the sync link on any booking to force an immediate manual sync.

### Setting Up Sales Tax

You need to enable sales tax in QuickBooks Online separately for tax amounts to sync properly. See Intuit's guide to setting up sales tax.

→ Go to Integrations

---

## User accounts in Check Cherry

*Category: Staff*

Different people in your business need different levels of access. Here is how user accounts work and how to manage them.

### Account Types

#### Client Accounts

A client account is created automatically when someone completes a booking (signs the contract and pays), books an appointment, or submits a lead form. Clients can log into their portal to view bookings, sign contracts, make payments, fill out questionnaires, and download invoices.

As an admin, you can also create client accounts manually when adding a new booking or proposal.

#### Staff Accounts

Staff accounts let team members see bookings they're assigned to and access event details. You can expand their access with additional permissions.

- Extended Permissions: See pricing, messages, and make edits to bookings.
- See All Bookings: See all bookings, not just the ones they're assigned to.
- Manage Leads &amp; Proposals: Manage leads and create proposals with pricing and messaging.

Staff can also be made visible to clients during online booking, so clients can request a specific team member.

#### Admin Accounts

Admin accounts have full access to everything in your Check Cherry account. Every account allows at least two admins. Admins can impersonate any other user to troubleshoot issues or set up their calendar sync.

#### Contacts

A contact is a reference card attached to a booking or proposal. It holds someone's name, email, and phone number but does not give them login access. Use contacts for secondary people involved in an event, like a wedding planner or a corporate event coordinator.

### Managing User Accounts

#### Creating a Staff or Admin Account

1. Go to User Accounts.
2. Click New User.
3. Enter their name, email, and assign a role (Staff or Admin).
4. Set a password and share it with the user so they can log in.

#### Editing a Client Account

From a booking, the client info shows in the right sidebar. By clicking Edit in the Actions button, you can edit their contact information. There are also a number of other actions you can take using the Actions button.

#### Impersonating a User

Admins can impersonate any user by going to User Accounts, clicking on the user, and clicking Impersonate. This logs you in as that user so you can see what they see or set up their calendar sync.

> For a detailed breakdown of what each role can do, see staff user roles and permissions.

→ Manage User Accounts

---

## How do I mark a client as tax exempt?

*Category: Pricing*

Some clients are exempt from sales tax such as nonprofits and government agencies. Mark them as tax exempt in their account so tax isn't applied to any of their bookings.

### Setting Tax Exempt Status

1. Go to User Accounts and search for the client.
2. Click the down arrow next to the Show User button, then select Edit User.
3. Scroll to the Sales Tax section at the bottom.
4. Set Is this user tax exempt? to Yes.
5. Enter the reason for the exemption (optional but recommended for your records).
6. Click Save.

> If the client has existing proposals or bookings when you change their tax status, you may need to re-create them for the tax exemption to take effect. The change is not retroactive.

> You can also exempt individual bookings from tax without changing the client's account status. See sales tax setup for details.

---

## How do I embed an add-on gallery on my website?

*Category: Online booking*

Let visitors browse your add-ons on your website before they start booking. An embedded gallery shows what you offer and links to your booking page.

### Getting the Embed Code

1. Go to Website Integration.
2. Find Add-On Gallery and click Get Embed Code.
3. Choose your display style and options (see below).
4. Copy the embed code and paste it into your website.

### Display Options

You can customize how the gallery appears on your site:

Style Options:

- Link Only — A simple text link to your add-ons
- Embed on my site — The full gallery displays directly on your page

Book Now Button: Choose whether to show a "Book Now" button that takes visitors to your booking page. You can customize the button text (defaults to "Book Now").

Show Pricing: Choose whether to display your add-on prices in the gallery.

Compatibility Mode: Enable this if your website builder has trouble with the standard embed. It wraps the gallery in an iframe for better compatibility with some platforms.

### Color Customization

Under Advanced Options, you can override the default colors to match your website:

- Text color
- Button background color
- Button text color

> Most website builders accept embed codes in HTML blocks or custom code sections. If you're having trouble, try enabling Compatibility Mode first.

→ Get Your Embed Code

---

## How do I show a different address on invoices?

*Category: Bookings*

Your business address and your invoicing address might be different — maybe you use a PO box for mail, or your legal entity name differs from your brand. You can override what appears on invoices without changing your main brand settings.

1. Go to Business Settings.
2. Scroll down to the Invoices section.
3. Check Override invoice and proposal details.
4. Enter the address and business information you want to appear on invoices.
5. Save your changes.

When you enable the override, the address in your override section will appear on all invoices and proposals, regardless of what you set as your main brand address.

---

## What automations can I set up?

*Category: Messaging*

### What Can Automated Messages Do?

> Smart Triggers Automatically send emails or SMS when specific booking conditions are met. Set multiple conditions that must ALL apply for the message to send.

> Flexible Timing Send messages before or after important dates - payment due dates, event dates, or any custom timeframe you choose.

#### Rich Content

Create professional messages with:

- Text formatting and links
- Images and attachments
- Dynamic fields that automatically insert client-specific information (names, dates, payment links, etc.)

We make it easy to create beautiful emails with a feature-rich editing menu.

Targeted Delivery Filter messages by specific packages, brands, or booking conditions to ensure the right clients get the right messages.

### How-to video on Automated Messages

### Common Use Cases

- Payment reminders before due dates
- Event confirmations and preparation reminders
- Staff assignment notifications for confirmed bookings
- Appointment confirmations and reminders

### Key Features

- Multiple Communication Channels: Choose between email or SMS delivery for each automated message.
- Condition Combinations: Set complex triggers using payment status, staff assignments, backdrop selections, and more. All selected conditions must be true for the message to send.
- Dynamic Personalization: Insert booking-specific details automatically - client names, event dates, payment amounts, direct links to invoices and more.
- Review Process: Optionally review messages before they send to ensure accuracy and timing.
- Organization Tools: Use tags and descriptions to manage multiple automated messages easily.

### Getting Started

- Describe what the message will do
- Set timing - when to send relative to important dates
- Choose conditions - what booking status triggers the message
- Customize content - personalize your message with dynamic fields
- Select delivery - email, SMS, or both
- Apply filters - target specific packages or brands

The system monitors your bookings continuously and sends messages automatically when conditions are met.

> Messages that are scheduled to send on a specific date will be sent at approximately 11 AM local time.

---

## What scheduling formats are available for packages?

*Category: Packages*

Each package has a scheduling format that controls how clients pick a date and time when booking. Choose the format that fits how you deliver the service — hourly sessions need start times, all-day events often don't.

1. Click Add a Package or select an existing package to edit.
2. Go to the Pricing &amp; Scheduling tab.
3. Select the scheduling format that works best for this service.

### Date & Time

Best for hourly packages and services that need a specific start time. The client picks a date and time, and the booking duration comes from your package settings.

You have three options for how time selection works:

- Minimal: Simple date and time picker — clients choose from any available future date and time
- Automatic Slots: Check Cherry generates time slots based on your availability and package duration
- Predefined Slots: You define custom time slots for this package — clients only see your pre-set options

### Date Only

Best for packages that take a full day or multiple days, or when the exact timing gets worked out later. Common for weddings, corporate events, and multi-day shoots where you'll coordinate the schedule with the client after booking.

- Date Only: Clients pick from available dates with no time selection

### Sessions (Mini Sessions)

Best for offering multiple short appointments within a single event — like Photos with Santa, mini portrait sessions at a park, or consultation time slots during a bridal show.

To create a Session package, click Create New and select Schedule with Time Slots:

> You can use different scheduling formats for different packages. A consultation might use Sessions while your main wedding package uses Date Only. Mix and match based on how each service actually works.

---

## How do I notify staff when an event is booked?

*Category: Messaging*

A booking comes in at midnight and your team doesn't know until morning. Set up an automated notification so staff get an email or text the moment a new booking is confirmed.

1. Go to Automated Messages.
2. Click New Automated Message.
3. Select the Booking Created template group.
4. Select Send Staff Email to Request/Claim Booking.
5. Click View Template to customize the message content.
6. Set the recipient settings to include the staff members who should be notified.
7. Click Save to enable the automated notification.

> If you assign a staff member to a lead or proposal before it becomes a booking, the assignment notification won't go out until the booking is confirmed. Staff will receive the email or SMS at that point, not at the time of assignment.

> You can set up both email and SMS notifications for different scenarios. For urgent bookings, SMS ensures staff see the notification immediately even when away from email. Each template can only be either email or SMS, so if you want to send both, you will need to create separate templates for each.

---

## Connect Check Cherry to an AI assistant

*Category: Integrations*

You already use AI for parts of your day. Check Cherry lets you point that same assistant at your own business so it can answer real questions about your leads, bookings, and payments, instead of giving generic advice. You stay in control: it only looks when you ask, and it never acts on its own.

### What is the AI connection?

Check Cherry has a secure connection that an AI assistant you already use, like ChatGPT or Claude, can plug into. Once connected, the assistant can look at your Check Cherry data and help you make sense of it, draft messages, and talk through what to do next. Think of it as giving a smart assistant a read-only window into your business, plus a notepad to draft things for you.

> Technically this uses something called MCP (Model Context Protocol), an open standard for connecting AI assistants to outside tools. You do not need to know any of that to use it. There is just one web address to copy, and it is the same for every assistant.

### Is it included in my plan?

Nothing extra. This is included with every Check Cherry account, on every plan, at no additional cost.

### The one address you'll need

Every assistant asks for the same web address. Copy this and paste it wherever your assistant asks for a custom connector or MCP server:

> https://www.checkcherry.com/mcp — the same address works for every assistant.

### Connect from Claude

1. Open Settings, then Connectors.
2. Choose Add custom connector.
3. Paste the address https://www.checkcherry.com/mcp and select Connect.
4. Sign in to Check Cherry when prompted.
5. Review and approve the permissions you want to share.

On a Team or Enterprise plan, an owner usually adds the connector once under Organization settings, and then it is available to everyone. Claude's UI changes from time to time, so if a step looks different, follow Claude's official guide: Get started with custom connectors.

### Connect from ChatGPT

1. On the web, open Settings, then Apps.
2. Open Advanced and turn on Developer mode.
3. Add a custom connector and paste https://www.checkcherry.com/mcp.
4. Sign in to Check Cherry and approve the permissions.

Custom connectors are available on most paid ChatGPT plans on the web. As with any tool, the menu names may shift over time, so OpenAI's official guide is the backup: ChatGPT connectors.

### Connect from Cursor and other tools

Any tool that supports MCP can connect the same way. Add https://www.checkcherry.com/mcp as a remote MCP server in the tool's configuration. The first time you use it, you'll be asked to sign in to Check Cherry and approve permissions automatically. For a list of compatible tools, see the MCP client directory.

### Using an API key instead

Some tools, or your own scripts, ask for an API key rather than walking you through a sign-in. For those, create an Integration Key in Check Cherry and use it as the connector's API key.

→ Open Integration Keys

### Is my data safe?

Yes. When you connect, you sign in to Check Cherry yourself and choose exactly which permissions to grant. The assistant only ever sees your own business data, scoped to your account, and nothing from anyone else. You can disconnect at any time, either from the AI tool or from Check Cherry's settings.

> The assistant can read your data and draft things for you, but it will not email your clients or charge any cards on its own. Anything that goes out the door still goes through you.

### What you can ask it

The real value is using it as an advisor, not just a report. Because it can see your actual business, it can answer questions a static report never could. A few to try:

- "If you ran my business, what would you change this week?"
- "Which leads should I follow up with first, and what should I say?"
- "Critique my packages from a customer's point of view."
- "What needs my attention this week, and what should I do about each?"
- "Review my recent activity and tell me where I'm leaving money on the table."
- "How do I set up online booking?" (it can read Check Cherry's help center and walk you through it)

Behind the scenes, the assistant can read and summarize your events and bookings, leads, payments, packages and add-ons, appointments and availability, and Check Cherry's own help articles, and it can draft text for you to review.

> Want more example prompts and a fuller overview? Open the AI assistant page in your account.

→ See all prompts and setup

### Still stuck?

If a step looks different than what you see, or the connection isn't working, start the chat (the chat bubble in the lower right) and the Check Cherry team can help you get connected.

---

## Using the Check Cherry API

*Category: Getting started*

If you want Check Cherry to talk to other software you use, the Check Cherry API is how you do it. It gives programmatic access to your events, leads, bookings, payments, and more, so you can connect Check Cherry to the rest of the tools you run your business on.

### Who it's for

The API is a developer tool. Using it means writing and running code, not clicking through the app. That used to mean hiring a developer. It still can, but AI coding assistants like Claude Code, Cursor, and ChatGPT have lowered the bar a lot. If you are comfortable following technical steps, you can often get a working integration going yourself. Just know it is more hands-on than the no-code options below, which is all most businesses ever need.

> If you are not a developer: Zapier lets you connect Check Cherry to hundreds of other apps — like Google Sheets, Mailchimp, or your CRM — without writing any code. For pointing an AI assistant like ChatGPT or Claude at your account so it can read your data and draft work for you, use the AI assistant connection instead. Reach for the API only when you want to build your own custom integration.

Common reasons businesses build on the API:

- Sync events or bookings into another system you already use
- Pull leads or payment data into your own reporting or accounting setup
- Automate a workflow that would otherwise be manual data entry
- Connect Check Cherry to an internal tool you have built

For the complete list of what is available, including every endpoint, parameter, and example response, see the full reference at checkcherry.com/api/docs. That reference is the source of truth and stays current as the API grows.

### Getting an integration key

Every request to the API is authenticated with an integration key. Each key is tied to a specific user on your account, which gives you a clean audit trail and means the key inherits that user's permissions. You can create more than one key and revoke any of them individually, so it is common to use a separate key for each integration.

1. Go to API Overview under Business Settings, then Integrations.
2. Create a new Integration Key.
3. When setting up the key, grant only the specific permissions your integration actually needs — read-only if it only reads data, nothing more.
4. Copy the key (it starts with ik_) and store it somewhere safe.

> Treat your integration key like a password. Never put it in client-side code, a public repository, or anywhere a customer could see it. If a key is ever exposed, revoke it and create a new one.

### Building your integration

Share these basics with your developer. Everything else, including the endpoint list and response formats, is in the full reference.

- Base URL: https://api.checkcherry.com/api/v1/
- Authentication: send the key as an Api-Key header on every request. HTTPS only.
- Format: requests and responses use JSON:API. List endpoints paginate with page and per.

A minimal authenticated request looks like this:

curl https://api.checkcherry.com/api/v1/events -H "Api-Key: ik_your_key_here"

The API is under active development. New fields and endpoints can be added at any time, so build defensively: have your integration ignore fields it does not recognize rather than break on them. We aim to give around 30 days of notice for changes that could break existing integrations, but designing for change is the safest approach.

> The full reference works well alongside an AI coding assistant. Pasting an endpoint's docs into ChatGPT or Claude is a fast way to scaffold the first working request.

→ Open API Overview

### What support can help with

The Check Cherry team is happy to help with the parts of the API that are ours to support:

In short, you own your integration. If you hit something that looks like a platform issue or an API bug, start the chat (the chat bubble in the lower right) and we will take a look.

---

## How do I edit the design approval request email?

*Category: Packages*

The artwork is ready and you want to let the client know. The design approval request email is what they receive when you upload their finished design. Customize it to match your voice.

1. Go to System Templates.
2. Use the search bar to find the template quickly by typing "design approval".
3. Click Edit on the design approval template.
4. Customize the message and save your changes.

> This email sends automatically when you upload a new design template to a booking. The client gets notified that artwork is waiting for their review and approval.

---

## How do I create or update my email signature?

*Category: Messaging*

Your emails should look like they come from your business, not a generic template. A custom email signature adds your logo, contact info, and social links to every email automatically.

### Creating Your Signature

1. Go to Business Settings.
2. Click Edit Brand on the brand you want to add a signature to.
3. Scroll to the bottom to find the Email Signature section.
4. Add your customized signature — you can include images, links, and formatting.
5. Click Save.

> Send yourself a test email to see how your signature looks before using it in client communications.

### Adding It to Automated Emails

To include your custom signature in automated emails, you'll add a signature token to your email templates.

1. Go to Automated Messages.
2. Click Edit on the template you want to add the signature to.
3. Copy this token: {{brand_signature}}
4. Paste the token into the email body where you want your signature to appear.
5. Click Save.

> The signature token works in all automated email templates — proposals, payment reminders, booking confirmations, and more.

---

## How do I embed a lead form on my website?

*Category: Online booking*

Put a contact form on your website that feeds leads directly into Check Cherry. No copy-pasting, no missed inquiries — submissions go straight to your leads list.

### Getting the Embed Code

1. Go to Website Integration.
2. Find Lead Forms and click Get Embed Code.
3. Choose your display style: Link Only (opens in new window) or Embed on my site (inline form).
4. Select which contact form to use from your existing forms.
5. Copy the embed code and paste it into your website's HTML.

### Compatibility Mode

If your website builder has trouble with the standard embed, enable compatibility mode. This wraps the form in an iframe for better compatibility with platforms like Wix, Squarespace, and WordPress.

> Compatibility mode works with more website builders but may load slightly slower than the standard embed.

### Customization Options

The advanced options let you match the form to your website's design:

- Use wide buttons for a modern, full-width look
- Show labels as placeholders to save vertical space
- Override colors for labels, buttons, borders, and text boxes
- Change font family and sizing to match your site
- Set maximum form width and border styling

> Most people start with the default styling and adjust colors to match their brand. You can always come back and fine-tune the appearance later.

→ Set Up Your Lead Form

---

## What is the difference between a client and a contact?

*Category: Bookings*

Every booking has a client, and it might have contacts. They serve different roles — understanding the difference helps you set up bookings correctly and communicate with the right people.

### Clients

The client is the person responsible for the booking — usually the one requesting your services and handling payment. They get a user account in Check Cherry and can log into the client portal to view booking details, sign contracts, make payments, and fill out questionnaires.

The first client listed is who the contract goes to for signing and who the invoice is made out to (though you can edit invoice details without changing the client).

From the booking page, you have several options for managing client accounts:

- Disable automated messages for this client
- Resend invitation to customer portal
- Hide pricing for this client
- Edit client details
- Reset password
- Impersonate this client

> Impersonate a client to log in as them and see exactly what they can see in their portal.

### Contacts

Contacts are additional people associated with a booking — like a wedding planner, corporate event coordinator, or family member who should be kept in the loop. They can receive emails and SMS messages through Check Cherry, but they cannot log in.

The only action you can take on a contact is to disable automated messaging if they don't want to receive updates.

> Use contacts to keep key stakeholders informed without giving them access to booking details or payment information.

---

## How do I offer props, upgrades, and customization options?

*Category: Online booking*

Extra Categories let you offer additional selections during the booking process — things like optional color or size choices, or customization options. Unlike add-ons (which are complete services with their own pricing), extras are individual items within categories that clients can select to personalize their booking.

### Creating Extra Categories

Depending on your account type, you can create 2 to 6 categories of extras. Once created, these categories will appear under your Manage menu, below the Backdrops section.

1. Go to Extra Categories.
2. Click New Category and give it a descriptive name.
3. Add items to the category — each can have a name, description, and price.
4. By default, new items are available with all your packages. To limit an item to specific packages, click Edit on the item.

> When you create a new category, an example item is automatically created to help you get started. You can customize or delete this example item.

> Item descriptions are not shown by default during online booking. Clients will see the description only if they click the item image. If you write descriptions, make sure your items have images — otherwise the description won't be visible.

### Enabling Extras on Packages

Creating extra categories is just the first step. To offer them to clients, you need to enable each category on the packages where it should appear.

1. Go to Packages and select a package.
2. Click the Advanced tab.
3. Scroll down to find your extra categories.
4. Enable the categories you want to offer with this package.
5. Set the maximum number of items clients can select from each category.
6. Check the box to allow clients to skip the category during online booking (optional).

#### Each Category Has Its Own Settings

In a package's Advanced tab, each extra category appears as its own section. You can enable any combination of categories and customize the settings for each one independently.

### Adding Extras to Add-Ons

Extra categories can also be enabled on add-ons, not just packages. This lets you offer additional customization options for specific services.

1. Create the extra items you want to offer with your add-ons.
2. Go to Add-Ons and select an add-on.
3. Click the Advanced tab and enable the extra categories you want to offer.

### What Clients See During Booking

When clients book online, they'll see available extra items after selecting their package and add-ons. Each category appears as its own section, and they can select items based on the limits you've set.

> Most businesses use 2-3 extra categories to avoid overwhelming clients during booking. Common categories include song requests, equipment upgrades, and timeline preferences.

→ Set Up Extra Categories

---

## Hide Staff contact info from Client

*Category: Getting started*

To hide a staff member's contact info from clients, edit their user account and uncheck the setting 'Allow customers to see this staff's email and phone when assigned to a booking.'

1. Go to Users.
2. Click Edit on the staff account.
3. Uncheck 'Allow customers to see this staff's email and phone when assigned to a booking.'
4. Save the account.

→ Go to Users

---

## How do I create and publish Contact Us or Lead forms?

*Category: Leads*

A lead form is a contact form you embed on your website. When someone fills it out, their information flows directly into Check Cherry as a lead — ready for you to follow up, send a proposal, or trigger automated messages.

People browsing your website want an easy way to reach out. A lead form lets them send you their event details in a few clicks — no need to find your email or pick up the phone.

> Less is more. Every field you add to a lead form reduces the number of people who complete it. Ask for name, email, event date, and event type. You can collect everything else after they've engaged.

### Creating a Lead Form

1. Click New Lead Form or edit the sample included with your account.
2. Name your form (clients won't see this name — it's for your reference).
3. Click Build Form.
4. Select the questions you want to include; set them to either Required or Optional.
5. Click Save and Preview to see how it looks.

### Embedding on Your Website

Go to Manage → Website Integrations, and scroll down to the Website Widget Library:

When you click Get Embed Code, you'll have the option to either get a link or get the code to embed the lead form on your website.

> You can create multiple lead forms for different purposes — one for weddings, one for corporate events, one for general inquiries. Each form can have different questions.

### Sharing Forms via QR Code

You can also share your lead forms via QR code. Just click the down arrow next to Preview Form and select Share Link:

### Advanced Settings

If you are having difficulty embedding the form in your website, you may need to use the Compatibility Mode. You can also use the advanced settings to specify button colors, etc.

### What Happens After a Submission

When someone submits your form, the lead appears instantly under Sales → Leads. If you have automated messages configured for leads, the first response goes out immediately — your inquiry gets a reply even if you're at an event.

> Set up an automated "Thank you for your inquiry" message that sends instantly. It confirms their form worked, sets expectations for a response time, and makes you look responsive and professional.

> Send submitters to a thank-you page — and track them as ad conversions. In your lead form's settings you can set the submit action to "Save and Redirect to URL" and point it at a page on your own website. This is also how you count form submissions as Google Ads or Google Analytics conversions: redirect to a thank-you page on your site and place your conversion code on that page. Because visitors land back on your own domain, your conversion code records correctly.

### Editing Forms After Publishing

Once you've published a lead form and added it to your website, you can edit it by going to Manage → Business Settings → Leads, then clicking the down arrow next to the Preview button and selecting Edit Lead Form. The changes take effect immediately on your website.

→ Go to Lead Settings

---

## Getting started with appointments

*Category: Bookings*

Appointments are designed for meetings — consultations, discovery calls, or other conversations that happen before or after a booking. Clients pick from your available time slots, and meetings can happen in person, over the phone, or via video call.

### When to Use Appointments

Appointments work well for meetings with fixed durations where you want to control your schedule:

- Initial consultations with potential clients
- Discovery calls to discuss event details
- Venue or menu tastings
- Planning meetings with existing clients
- Lead qualification calls

> Most businesses use appointments for the conversation part of their sales process — the meeting where you understand what the client needs before sending a proposal.

### Enable Appointments for a User

Appointments are a scheduling permission that must be enabled for all users except the account owner.

1. Go to Users and select the user you want to add appointments for.
2. Click the down arrow next to Show User.
3. Select Enable Enhanced Scheduling.
4. Click Save.

### Set Your Availability

Click your name -&gt; Appointment Scheduling to define which days and times you offer appointment slots. Clients will only see times that fall within your availability.

### Video Call Integration

For virtual appointments, connect your Zoom or Google Meet account. When enabled, a Zoom or Google Meet meeting link is automatically created for each appointment and included in the confirmation email.

→ Open Integrations Settings

> You can also include Google Meet links or phone numbers in your appointment confirmation emails using message templates.

### Creating Appointments

There are three ways to create an appointment:

- Client self-books: You send the client a link to your appointment calendar, client picks a slot, and creates an appointment.
- You create it: Click Create New in the top nav and select Schedule a Meeting.
- From a lead: Convert a lead to an appointment by clicking the Actions button and select Create Appointment.

### Viewing Appointments

View your appointments under Sales &gt; Appointments. You can filter by date, status, and brand.

> Deleting an appointment removes it entirely. If a client cancels, change the status to Cancelled instead so you keep the record.

> Appointments are included in your calendar sync, so they show up alongside your regular bookings.

### Your Appointment Scheduling Link

Your appointment scheduling link is tied to the brand you currently have selected. If you run more than one brand, make sure you have the correct brand active before copying and sharing the link — otherwise clients may land on the wrong brand's booking page.

### Watch: Getting Started with Appointments

---

## How do I recommend specific backdrops during booking?

*Category: Packages*

Have a backdrop that pairs perfectly with a specific package? Mark it as recommended and it shows up at the top of the selection during booking.

### Setting Up Recommendations

1. Go to Backdrops and click on the backdrop.
2. In the sidebar under Visible to Packages, select the packages.
3. Check the star to make the backdrop Recommended for each package.
4. Save.

### What Clients See

Recommended backdrops appear in a separate section at the top of the backdrop selection during booking.

---

## What are the processing fees for Check Cherry Payments?

*Category: Payments*

Credit card processing fees for Check Cherry Payments are 2.9% + $0.30 per transaction. You can choose to absorb these fees or pass them on to clients as a separate line item.

### Enabling Check Cherry Payments

If you haven't set up credit card processing yet, you'll need to enable Check Cherry Payments first.

1. Go to Payment Settings.
2. Click Enable under Check Cherry Payments.

### Passing Fees to Clients

You can optionally pass the processing fee to the client. If enabled, the fee appears as a separate line item on their invoice, so they see exactly what they're paying for the convenience of using a credit card.

1. In Payment Settings, click the settings gear next to your credit card method.
2. Enable Pass processing fees to customer.
3. Save your changes.

> Most businesses absorb the processing fees to keep pricing simple, but passing them on is common in industries where clients expect to pay card fees.

---

## Payment Plans vs Klarna

*Category: Payments*

Both Check Cherry Payment Plans and Klarna let clients pay over time, but they work differently for your business. Payment plans give you more control and lower fees while spreading your cash flow. Klarna gets you paid upfront while clients finance through them.

### Check Cherry Payment Plans

Payment plans are handled directly inside Check Cherry. Instead of paying all at once, your client's card on file is charged automatically based on the schedule you set — no credit applications or third-party financing involved.

- Fees: Only standard Check Cherry Payments processing fees (no additional financing fees)
- Cash flow: You receive funds as each installment clears, not upfront
- Customer experience: Clients simply agree to the plan at booking — no credit checks or applications
- Control: You can adjust plans after booking — change due dates, amounts, or add/remove installments

### Klarna

Klarna provides financing directly to your client. The client applies for credit through Klarna's checkout process and pays them back over time. You receive the full amount upfront (minus fees).

- Fees: 6.9% on each transaction (significantly higher than standard processing)
- Cash flow: You get paid the full amount immediately
- Customer experience: Clients go through Klarna's credit application and approval process
- Control: Once approved, Klarna manages the loan — you cannot adjust payment schedules or amounts

### Which Option Is Right for You?

- Choose Payment Plans if you want more control, lower fees, and flexibility to work with clients on their payment schedules
- Choose Klarna if you want the security of receiving the full amount upfront and don't mind paying the higher 6.9% fee

> Many businesses prefer Payment Plans for the lower costs and flexibility, while Klarna can be useful for higher-ticket items where getting the full amount upfront is worth the extra fee. You can offer both options and let clients choose during checkout.

→ Open Payment Settings

---

## Where can I see all my messages?

*Category: Messaging*

Looking for a message you sent last week? Or checking if a client ever received your proposal email? Message History shows every email and SMS sent from your account in one place.

The Message History page shows all communications with your clients — both emails and SMS messages. You can search by recipient name or email address, filter by message type (email or SMS), and choose to see all messages, just ones you sent, or only client replies.

From the message list, you can reply directly to a client or click the linked lead, booking, or proposal to jump straight to that client's record. Individual booking messages are also available on the Messages tab of each booking.

> Use Message History to track delivery status and see if clients opened your emails. This is especially helpful for following up on proposals that haven't been viewed yet.

---

## How do I switch to Check Cherry Payments?

*Category: Payments*

Ready to start accepting credit card payments through Check Cherry? The built-in payment processing means everything lives in one place — booking, contract, and payment. Clients sign and pay in a single flow without bouncing between platforms.

### Why Use Check Cherry Payments?

If you're currently using a separate payment processor or collecting payments manually, Check Cherry Payments eliminates the back-and-forth. No more copying payment info between systems or chasing down clients who didn't complete checkout on an external site.

- Accept all major credit cards, Apple Pay, Google Pay
- ACH bank transfers for lower fees on large payments
- Klarna buy-now-pay-later option
- Automatic payment tracking — no manual entry
- Built-in payment plans with auto-pay
- Processing fee: 2.9% + 30¢ per transaction

### Getting Started

1. Go to Payment Settings.
2. Click Enable Payment Processing.
3. Follow the prompts to create your account — you'll need your business info, bank account for payouts, and a form of ID for verification.
4. Once verified, you're ready to accept payments.

> Your first payout may take up to 7 business days while your account is verified. After that, payouts arrive in 2-3 business days.

### If You're Switching from Another Processor

You can enable Check Cherry Payments alongside your existing processor. Existing bookings continue using whatever payment method was set up. New bookings will use Check Cherry Payments. There's no need to switch everything at once.

> Let your current bookings finish on the old processor and start all new bookings on Check Cherry Payments. This avoids any disruption to existing payment plans.

→ Go to Payment Settings

---

## How do I counter-sign a contract?

*Category: Contracts*

Some clients want you to sign the contract too. Check Cherry supports counter-signing after the client has signed.

> The client must sign first. Counter-signing is only available after the client's signature is on the contract.

### How to Counter-Sign

1. Open the booking.
2. Click the Manage Booking button.
3. Select Edit Contract Terms
4. Click on Counter-sign Contract.

5. Type your signature.6. Save.

After counter-signing, both signatures appear on the contract. The client can see your signature when they view their contract in the client portal.

→ Open Contract Terms

---

## How do I send a client a payment link?

*Category: Payments*

Each booking has a unique payment link that you can send to a client so they can make a payment without logging in.

### Finding the Payment Link

1. Open the booking and go to the Make a Payment page.
2. Scroll to the bottom to find the payment link.
3. Copy the link and send it to the client.

When the client clicks the link, they see the Make a Payment page for that booking where they can enter their card details and pay.

### Payment Notifications

When a payment is recorded, both you and the client receive an email notification with a receipt and the remaining balance.

You can customize the payment notification email under Automated Messages in the System Templates tab.

→ Go to Bookings

---

## How do I set up Google Ads conversion tracking?

*Category: Integrations*

Spending money on Google Ads and want to know which ads actually result in bookings? Conversion tracking connects the dots between ad clicks and completed bookings, so you can see which campaigns are worth your budget.

> You don't need to paste any tags or code into your own website. You paste the Event snippet from your Google Ads conversion, and Check Cherry reads the IDs out of it for you — there's no "Conversion Label" to hunt down. Check Cherry fires the conversion automatically, and only when a booking is actually completed — never on every page view.

### Getting your Event snippet from Google Ads

In Google Ads, go to Goals → Conversions, click your booking conversion, then open Tag setup and choose "Install the tag yourself." Scroll down to the Event snippet and copy the whole block.

The Event snippet contains a line like gtag('event', 'conversion', { 'send_to': 'AW-123456789/AbC-D_efGh12' }). Check Cherry only reads the send_to value — that's the part that records the conversion. You don't have to touch anything else in the snippet.

> The base Google tag on its own (just the gtag.js line) isn't enough — it has no send_to, so there's nothing for Check Cherry to fire against. Be sure to copy the Event snippet, the block that contains send_to. A Google Analytics "G-" tag won't work here either; the value needs to start with AW-.

> If you haven't set up a conversion action yet, create one first. Choose "Website" as the source and "Purchase" or "Lead" as the category, then come back for the Event snippet.

### Setting up tracking in Check Cherry

1. Go to Integrations.
2. Find Google Ads and click Enable.
3. Paste your Event snippet into the Booking conversion snippet field. Check Cherry reads the IDs automatically.
4. If you track leads as a separate conversion in Google Ads, paste that Event snippet into the optional Lead conversion snippet field. Otherwise leave it blank.
5. Click Save.

> Check Cherry fires a conversion when a client completes a booking — they sign the contract and pay the deposit. It won't fire just because someone visited your site or started filling things out.

Check Cherry actually tracks two things: a lead event when someone starts your online booking (fills out the first step), and a conversion event when they complete the booking. The lead conversion snippet field above is what powers that first event — most businesses set up only the booking conversion and leave leads off, which is perfectly fine.

> Also using Google Tag Manager or Google Analytics? Even if you leave the Lead conversion snippet blank, Check Cherry still pushes a check_cherry_new_lead event to the GTM data layer (and a GA4 generate_lead event) every time someone starts your online booking. So you can still track booking-starts in Google Tag Manager or Google Analytics without setting up a separate Google Ads lead conversion — the Lead conversion snippet only controls whether that start also registers as a conversion in your Google Ads account.

> Check Cherry automatically includes the booking's total value and currency with every conversion. That means you can report return on ad spend (ROAS) and use value-based bidding in Google Ads without any extra setup.

What gets sent to Google: When a booking completes, Check Cherry sends the booking's total value, currency, package name, and a unique booking ID — so you can measure ROAS and see which packages your ads drive. Because this sends booking data to your own Google Ads account, make sure your business's privacy policy discloses that you use advertising conversion tracking.

### Not seeing conversions?

- Give it time — conversions can take 24–48 hours to show up in your Google Ads reports.
- Make sure the conversion action is still active in Google Ads, not paused or removed.
- Confirm you pasted the Event snippet (the part containing send_to) — not just the base Google tag or a GA4 "G-" ID. If you paste the wrong thing, the field tells you when you save.
- Confirm a booking was actually completed. Conversions only fire when a client signs the contract and pays the deposit — not on open proposals or test bookings you cancel.

> Checking your booking site's source code for the tag? While you're signed in to Check Cherry as an owner, admin, or staff member, your tracking tags are hidden on purpose — that keeps your own visits from firing conversions or skewing your data. Open your booking site in a private or incognito window, signed out, to see what real visitors get.

> Running Google Ads to your own website? For conversion tracking to work automatically, point your ads straight at your Check Cherry booking site — then the click and the booking happen on the same site, and Check Cherry fires the conversion for you. If you send ad traffic to a page on your own website instead (for example, one with an embedded Check Cherry form), your booking site is a separate domain, so those conversions won't tie back to the ad unless you set up cross-domain measurement (the same setup described for Google Analytics).

> Want to count embedded lead-form submissions as conversions? An embedded Check Cherry lead form creates a lead — it doesn't fire a Google Ads conversion on its own. To count each submission, open your contact form's settings, set the submit action to "Save and Redirect to URL," and point it at a thank-you page on your own website. Then install your Google Ads conversion snippet on that thank-you page. Because the visitor lands back on your own site — where the ad click was recorded — the conversion attributes correctly.

→ Open Integrations

---

## How do I connect Google Analytics 4 to Check Cherry?

*Category: Integrations*

Google Analytics shows you where your booking traffic comes from and how visitors move through your booking engine. To connect it, Check Cherry just needs your GA4 Measurement ID — the short code that starts with G-. Here's where to find it and how to add it.

### Find your Measurement ID

Your Measurement ID lives on your web data stream in Google Analytics. It's shown right at the top of the stream details — you don't need to open the tag instructions or copy any code.

1. Log into Google Analytics.
2. Click Admin (the gear icon in the bottom left).
3. Under your property, click Data Streams.
4. Click your existing web stream. Your Measurement ID (G-XXXXXXXXXX) is shown at the top of the stream details — copy it.

Don't have a data stream yet? Click Add stream, choose Web, enter your website URL and a stream name, then create it. Your new Measurement ID will appear at the top of the stream details.

### Add it to Check Cherry

1. Go to Integrations.
2. Find Google Analytics and click Enable.
3. Paste your Measurement ID (G-XXXXXXXXXX) into the field and save.

> Not sure which part to copy? You can paste your whole Google tag instead — Check Cherry will pull out the Measurement ID for you. Either way, the field should end up showing something like G-XXXXXXXXXX.

### Confirming it's working

To confirm tracking is live, open one of your booking pages in a private/incognito window, then check the Realtime report in Google Analytics — your visit should show up within a minute or two.

> Don't confirm it by viewing your page's source code. While you're signed in to Check Cherry as an owner, admin, or staff member, your tracking tag is hidden on purpose — that keeps your own visits from skewing your analytics. The Realtime report (checked in a signed-out incognito window) is the reliable way to confirm it's working.

> Not seeing anything in Realtime? Double-check that the Measurement ID saved in Check Cherry matches the one shown under Admin → Data Streams for your web stream, and that it starts with G-. A single wrong character sends data to the wrong place — or nowhere.

Tracking across your own website too? Your booking pages live on a checkcherry.com subdomain (or your custom domain), separate from your main website. If you want a single Google Analytics property to follow visitors across both, set up cross-domain measurement in Google Analytics.

→ Go to Integrations

---

## Where do I start?

*Category: Getting started*

This guide walks you through the essentials so you can start taking bookings as quickly as possible. You don't need to set up everything at once. focus on the basics first and explore more features as you grow.

### The 4 Things You Need Before Your First Booking

Your account comes pre-loaded with sample packages, add-ons, and settings to give you a head start. At a minimum, make sure these four things are in place:

1. Go to Business Settings and add your logo and brand colors.
2. Go to Packages and customize the sample packages with your real services and pricing.
3. Go to Contract Terms and paste in your agreement text.
4. Go to Payment Settings and connect Check Cherry Payments to accept online payments.

Once those four are in place, click Create New in the top nav to create your first booking or proposal.

> Your Launch Center walks you through setup step by step. Look for it on your dashboard — it tracks your progress and suggests what to do next.

→ Open Launch Center

### Understanding Leads, Proposals, and Bookings

Check Cherry organizes your sales pipeline into three stages:

- Leads: A record of interest. Someone inquired about your services but hasn't received a quote yet. Leads come in from website forms, abandoned bookings where customers start to book but only enter their contact info, or manual entry.
- Proposals: A quote you send with your pricing and packages. You can create a proposal from a lead, or skip the lead step entirely if you already know someone wants to book.
- Bookings: The deal is done. The contract is signed and the deposit is paid. You can also create bookings directly for existing clients or when migrating from another system.

> Online booking is also a great lead generator. If someone starts booking but doesn't finish, Check Cherry saves their info and creates a lead automatically. These leads have already seen your pricing, so they're worth following up on.

### Two Ways to Get Bookings

Check Cherry supports two workflows, and most businesses use a mix of both:

- Online Booking: Clients visit your booking page, choose a package, pick a date, sign the contract, and pay the deposit — all in one flow. Great for straightforward services.
- Proposals: You collect details from the client (via lead forms or direct contact), build a custom quote with one or more package options, and send it for review. Better for complex or high-value events where you want to personalize the offer.

> You can also embed lead forms on your website to collect inquiries. These simple forms let potential clients share their event details without seeing pricing upfront. Once they submit, you can convert the lead into a proposal or booking.

### Packages and Add-Ons

Packages are the services you sell. Each package has its own pricing, scheduling format, and description. Add-ons are optional extras clients can include — premium upgrades, additional equipment rentals, etc. Setting these up in Check Cherry means your clients see exactly what you offer and can customize their booking.

→ Manage Packages

### Getting Help

Need help with something specific? Here's how to reach us:

- Chat: Click the chat bubble in the lower right corner of your screen. You'll talk to a real person, and we can see your account to help faster.
- Video tutorials: Browse our video library for walkthroughs and tips.
- Help Center: Browse articles and guides right here.

### Watch: Getting Started

---

## Can I assign staff to leads?

*Category: Leads*

A lead comes in and you want one of your staff to handle the follow-up. You can assign staff members to leads so they know which ones are their responsibility.

### How to Assign Staff to a Lead

1. Click on the lead you want to assign.
2. In the Requested Staff box, search for the staff member's name.
3. Select their name from the dropdown.
4. Optionally, set a follow-up date to remind yourself or the staff member when to check in.
5. Save the changes.

### Can Staff Message Leads?

Staff need the Extended Permissions role to access the Messages tab on leads and send emails or texts to clients.

1. Click Edit next to the staff member.
2. Check the box next to Extended Permissions.
3. Save their account permissions.

> For details on what each role can access, see staff user roles and permissions.

---

## How do I re-subscribe a client who unsubscribed?

*Category: Payments*

If a client accidentally unsubscribed from your emails, you can re-subscribe them from their user account or from a booking. This restores their ability to receive your automated messages and updates.

### From User Accounts

1. Search for the client's account.
2. Click the down arrow next to the Actions button.
3. Select Suppress Unsubscribe to re-subscribe them.

### From a Booking

On the booking overview, click the Actions button in the Client box and select Suppress Unsubscribe.

---

## Add song selection to a booking questionnaire

*Category: Questionnaires*

Music planning for a client is usually a series of small decisions: what plays when they walk in, what plays during dinner, what must absolutely be played, what should never be played. A questionnaire is where those decisions land, and the Song and Song List fields are how you ask for them. With the right setup, clients can browse a curated list, preview tracks without leaving the page, and leave notes for you, all in one place.

### Song vs Song List

When you add a music field to a questionnaire, you choose between two field types.

- Song is a single slot. Use it when you need exactly one answer, like the bride entrance song or the first dance.
- Song List lets the client add as many tracks as they want. Use it for must-play, do-not-play, dinner favorites, or any open-ended request.

> Both field types share the same settings: you can attach a curated suggestion list, and you can decide whether clients are allowed to enter songs that arent on it.

### Add a song field to a questionnaire

1. Go to Questionnaire Templates and open the questionnaire you want to edit (or create a new one).
2. Click Add New Field where you want the question to appear.
3. Open the field editor and set Type to Song or Song List.
4. Give the field a name like First Dance or Must-Play Songs. That name is what the client sees as the question.
5. Optionally, set Show Suggestions? to attach a curated song list (see below).
6. Save and close. The questionnaire is saved automatically.

### Attach a suggestion list

A suggestion list turns a free-form music question into a curated browse experience. Instead of staring at an empty box, the client opens a searchable list of songs you have already selected as good options, with cover art and a preview button on each row.

Suggestion lists are set per field, not per questionnaire. The same questionnaire can have a First Dance field pointing at one list and a Father-Daughter Dance field pointing at another.

1. In the field editor, find Show Suggestions? and pick a list from the dropdown.
2. Decide what to do about the Allow entering custom songs not on the list? checkbox (see next section).
3. Save and close.

> Need to build a list first? See Create and manage song lists.

### When to turn off custom songs

By default, clients can enter any song they want, whether or not it appears in your suggestion list. That is the right setting for most music planning. The suggestion list serves as inspiration; the client adds whatever they like.

Uncheck Allow entering custom songs not on the list? when you genuinely cannot accept anything outside the list. The clearest example is a 360 photo booth: clips get shared to social media, so the only safe songs are ones you have commercial rights to. Restricting clients to a pre-cleared list keeps the experience smooth and keeps you out of takedown territory.

> Only turn this off when you really mean it. Locking the field to your list works for licensed-music situations, but for normal DJ planning it frustrates clients who want to suggest a song you have not added yet.

### What the client sees

On the questionnaire, the song field looks like a labeled input with a search box. When the client opens it:

- If you attached a suggestion list, they can scroll or search through your tracks. Selecting one fills in the track name, artist, and album for them.
- If custom songs are allowed, they can also type a song that is not on the list. Check Cherry searches across Spotify, Apple Music, and YouTube to autocomplete the track details and pull in a preview link.
- Every row has a play button. Clicking it streams a preview from whichever music service the preview URL points to, without leaving the page.
- Clients can add their own notes on each track, useful for things like play this for the entrance only or radio edit please.

After the client submits the questionnaire, the answers show up on the booking. You can export the list later if you need it in a different tool for the actual event.

### Watch the walkthrough

→ Open Questionnaire Templates

---

## Where can I upload files and images?

*Category: Bookings*

Action shots for your packages, documents for your staff, images for your backdrops. Here is where uploads go and what formats and sizes are supported.

### Media Library

The Media Library is a central place to store and organize images for use across your account. Create categories to keep things organized.

### Supported Formats

- Accepted: .png, .jpg, .gif, .pdf
- Not supported: .webp, .psd, .mp4, .mov, .tiff

### File Size Limits

- General uploads: 10 MB
- Booking attachments tab: 50 MB
- .gif files: 3 MB

> Video files (.mp4) cannot be uploaded to design collections.

→ Open Media Library

---

## Can I send and receive text messages to my customers? (How to set up the Twilio integration)

*Category: Messaging*

Integrate Twilio with your Check Cherry account to send and receive SMS messages to and from your customers. Automate your leads, follow ups, payment reminders and more via text and track the messages in the lead or booking record in Check Cherry.

To enable your Twilio integration with your Check Cherry account, start in Check Cherry by clicking on Manage --&gt; Business Settings --&gt; Integrations. Find the Twilio integration and click the Enable button.

If you are asked for your "Phone Number SID", go to your Twilio account, expand the Phone Numbers menu in the left sidebar, and select Manage --&gt; Active Numbers.

1. Log in to your Twilio account.
2. Go to the Phone Numbers menu in the left sidebar
3. Click Manage --&gt; Active Numbers
4. Under Active Numbers --&gt; Properties look to the Phone Number.

### My text messages are showing as Undelivered

If you are getting an undelivered error on your text messages through Check Cherry, check your Twilio account to see what the cause of the error may be. From your account dashboard, click on the Monitor tab, then look for the Error logs below:

> A2P 10DLC refers to a system in the United States that allows businesses to send Application-to-Person (A2P) type messaging via standard 10-Digit Long Code (10DLC) phone numbers. Carriers in the US consider all Twilio traffic to be A2P. Carriers' A2P 10DLC offerings provide better delivery quality and lower filtering risk than long code SMS of the past, using the same phone numbers.

### Do I need to register for A2P 10DLC?

Yes, if you send SMS or MMS to U.S. phone numbers using long code numbers, you need to register for A2P 10DLC.

### How do I register for A2P 10DLC?

Registration is done through the Twilio Console. If you're an ISV, you can also use our registration APIs to register yourself and your customers. You can register through your Twilio account: https://help.twilio.com/articles/1260801864489-How-do-I-register-to-use-A2P-10DLC-messaging

### Helpful tips to keep in mind when setting up your account:

1. Prepare your business information
2. Be transparent with campaign details
3. Follow Content &amp; Compliance Rules
4. Optimize your campaign setup
5. Watch out for common pitfalls

### You need to set up webhooks in order to receive sms replies

If you would like Check Cherry to log incoming messages and notify you upon receipt, you must configure a "Messaging Webhook" on your phone number. To do that, enter the following settings:

- Under "A Message Comes In", choose "Webhook"
- For the URL enter https://yourcompanyurl.checkcherry.com/webhooks/twilio/message_received
- Make sure HTTP POST is selected

> Note that if you are already using other software to handle your incoming SMS messages, these settings may cause that to stop working.

### What if I still need help?

You can reach out to Twilio's AI powered help chat using this link: Twilio Help Desk.

You may also find their Quick Start Guide useful.

Twilio also has a library of helpful documents that may help you find what you need.

https://www.twilio.com/docs#communications

### I'm getting an error code in Twilio

Twilio error codes are listed here. Search for the code you're getting and click Learn More to discover what the error means and how to resolve it.

https://www.twilio.com/docs/api/errors

---

## How do I hide pricing from a client?

*Category: Bookings*

Sometimes you need to share booking details with a client without showing the pricing—maybe a corporate event planner needs to see details but the budget is confidential, or you're sharing event info with a staff member who's coordinating on-site.

### How to Hide Pricing

1. Open the booking.
2. Click the Actions menu button in the Clients box next to the client you wish to edit permission for.
3. Select Hide Pricing for This Client.

> This option is only available on confirmed bookings, not proposals.

### Important Note About Shareable Links

If you share the link at the bottom of a booking with someone, they'll be able to see the pricing regardless of whether pricing is hidden for that client. The link doesn't require login, so anyone who opens it sees everything.

> For secure sharing without pricing, send the client a portal login instead of the shareable link.

→ Go to Bookings

---

## How do I embed a design template gallery on my website?

*Category: Online booking*

Show off your overlay designs and print layouts on your website. Clients can preview options before they book.

### Getting the Embed Code

1. Go to Website Integration.
2. Find Design Template Gallery and click Get Embed Code.
3. Choose your display options (see below for details).
4. Copy the embed code and paste it into your website where you want the gallery to appear.

### Display Options

You can customize how the gallery looks and works on your website:

Style:

- Link Only — Shows a simple text link to your gallery page
- Embed on my site — Shows the actual gallery directly on your page

Collection:

- All Collections — Shows designs from all your collections
- Specific Collection — Shows only one collection (you'll see your collection names in the dropdown)

Show Book Now Button:

- Yes — Adds a button that takes visitors to your booking page
- No — Gallery only, no booking link

Button Text: Customize what the booking button says (default is "Book Now").

Show Tag Viewer:

- Yes — Visitors can filter designs by category tags
- No — Shows all designs without filtering options

#### Advanced Options

For more control over the appearance, you can override the default colors:

- Override Text Color — Change the text color to match your website
- Override Button Background Color — Customize the booking button color
- Override Button Text Color — Change the button text color

→ Get Your Embed Code

---

## How do I use Zapier with users?

*Category: Integrations*

Automatically sync new client accounts to your email marketing platform or CRM whenever someone books or fills out a lead form. The user trigger in Zapier fires when a new client account is created in Check Cherry.

### Setting up the user trigger

1. In Zapier, create a new Zap with Check Cherry as the trigger app.
2. Select New User as the trigger event.
3. Connect your Check Cherry account if you haven't already.
4. Test the trigger to make sure it's working.
5. Choose your action app (like Mailchimp, HubSpot, or ActiveCampaign).
6. Map the Check Cherry user fields to your action app.
7. Turn on your Zap.

> The user trigger includes the client's name, email, phone number, and any custom information they provided on your booking form or lead form.

### When the trigger fires

A new user account is created when someone:

- Books through your online booking engine
- Fills out a lead form
- Is manually added by you or your team

> Need help connecting to Zapier initially? See connecting to Zapier for the full setup process.

---

## How do I use Zapier with proposals?

*Category: Integrations*

Zapier can automatically send your proposal data to other apps — like adding new proposals to a project tracker in Airtable, or notifying your team in Slack when a proposal gets accepted.

### Available proposal triggers

Check Cherry sends data to Zapier when these proposal events happen:

- New proposal created
- Proposal sent to client
- Proposal viewed by client
- Proposal accepted (signed and paid)
- Proposal expired

### Setting up a proposal Zap

1. In Zapier, create a new Zap with Check Cherry as the trigger app.
2. Choose the proposal event you want to track.
3. Connect your Check Cherry account if you haven't already.
4. Set up the action in your destination app.
5. Test the Zap and turn it on.

> Most people start with "Proposal Accepted" since that's when the deal is done. You can always add more triggers later.

---

## How do I create a multi-day package?

*Category: Packages*

A 3-day festival, a weekend-long wedding, or a week of corporate training sessions — some events need coverage across multiple days rather than just a few hours on one day.

### Creating a Multi-Day Package

1. Click Add a Package.
2. Enter the package title and description.
3. Click the Pricing &amp; Scheduling tab.
4. Set the scheduling format to Date Only and enter the number of days for the package duration.
5. Click Save.

### Allowing Clients to Add Extra Days

You can let clients purchase additional days beyond the base package. This works well for destination weddings or events where coverage might extend unexpectedly.

In the Pricing section of your package, set Allow client to add extra days to Yes:

> For bookings with multiple separate services on different dates (like an engagement session plus wedding day), see multi-day bookings.

---

## How do my customers log in?

*Category: Getting started*

When someone books online, they are given the option to create a login after paying. If you create a booking manually, Check Cherry sends the client a login invitation email so they can access their client portal.

### What Clients Can Do After Logging In

- View their bookings and event details
- Sign contracts
- Make payments
- Fill out questionnaires and song playlists
- Choose backdrops and design templates
- Download invoices

### Managing Client Accounts

Each client account includes:

- Contact info: Name, email, phone, company name.
- Bio: A freeform notes field for anything you want to remember about the client.
- Tax exempt status: Mark a client as tax exempt if applicable.
- Profile image: Optional photo of the client.
- Saved payment methods: Any credit cards the client has saved.
- Current bookings: All bookings associated with this client.

> Only assign either customer or staff permissions to a user, not both.

### Resending Login Credentials

If a client can not find their login email, you can resend it from their user account page. You can also reset their password from there.

→ Manage User Accounts

---

## How do I add an expense to a booking?

*Category: Reporting*

Knowing your profit per event means tracking what you spent, not just what you earned. You can attach expenses directly to bookings to see the full financial picture for each event.

1. Open the booking you want to add expenses to.
2. Go to the Invoice tab.
3. Click Add Expense.
4. Enter the expense details and save.

Common per-event expenses include supplies, subcontractor fees, and rental equipment. These expenses show up in your profit calculations and help you understand which events are actually profitable.

> You can also track general business expenses (not tied to specific bookings) from the main Expenses section.

---

## How do I redirect clients after they submit a lead form?

*Category: Leads*

After someone submits a lead form, you can control what happens next. Most businesses either show a confirmation message or redirect visitors to a specific page — like a testimonials page or booking engine.

### Configuring Post-Submission Behavior

1. Go to Leads.
2. Click Edit on the form you want to modify.
3. You will see the post-submission settings in the sidebar on the right.

Choose from these three options:

- Save and display message — Shows a custom confirmation message on the same page
- Save and redirect to the booking page — Sends visitors directly to your online booking engine
- Save and redirect to URL — Redirects to any web address you specify

> Many businesses redirect to their online booking engine to capture interest while it's hot. Others send visitors to a testimonials page to build trust before following up personally.

---

## Why did I receive an email asking me to reconnect my Google Calendar?

*Category: Calendar*

Google periodically revokes third-party app permissions as a security measure. When this happens to your calendar connection, Check Cherry sends you an email asking you to reconnect so your bookings can continue syncing.

### Why Google Revokes Access

Google automatically disconnects apps from your account for several reasons:

- Your Google account password was changed
- You removed Check Cherry from your Google account permissions
- Extended period without sync activity
- Connecting new third-party services triggers automatic revocation of older connections
- Your workspace admin configured connection expiration policies
- Routine Google security reviews

This is normal — it happens to all Google Calendar integrations, not just Check Cherry.

### How to Reconnect

You can follow the link in the email we sent, or reconnect manually:

1. Click Subscribe to Calendar in the bottom right.
2. Click Sign in With Google to re-authenticate.

> Until you reconnect, Check Cherry cannot read or write to your Google Calendar. New bookings won't appear on your calendar, and calendar conflicts won't be detected.

---

## How do I set up ACH payment method?

*Category: Payments*

Before you can collect payments from clients, you need to set up your payment methods. Check Cherry supports credit card processing, ACH bank transfers, and manual payment methods like cash and Venmo.

### Getting Started

From Payment Settings, you can enable different payment methods for your clients to use. Most businesses start with credit cards and add other options based on client preferences.

### Credit Card Processing

Check Cherry Payments processes credit cards with fees of 2.9% + 30¢ per successful transaction. There are no setup fees, monthly fees, or hidden costs. Your first transaction takes 7 days to process, but subsequent payments typically arrive in 2-3 business days.

The system accepts Visa, Mastercard, American Express, and Discover. Depending on their device, clients may also see Apple Pay or Google Pay options during checkout.

> You can pass processing fees along to clients by enabling this option in each payment method's settings. Some businesses prefer to absorb the fees to keep pricing simpler.

#### ACH Bank Transfers

ACH lets clients pay directly from their checking account with lower fees — just 1.5% per transaction. ACH payments take longer to process (up to 6 business days) but work well for larger amounts where the fee savings matter.

1. Go to Payment Settings.
2. Click Add Payment Option.
3. Select ACH Direct Debit.

### Manual Payment Methods

Click New Payment Option to add manual payment methods like cash, check, Venmo, Zelle, or Cash App. You'll enter the payment method name, instructions for clients, and choose a button color.

When clients choose a manual payment method, you'll need to record the payment yourself once you receive it. This keeps your booking records accurate even for offline payments.

> Even if you primarily accept cash or check, enable credit card processing too. Having multiple options means clients can pay however is most convenient for them.

### Payment Settings

At the bottom of Payment Settings, you can configure:

- When final payment is due (days before event)
- What to call the initial payment (Deposit, Booking Fee, Initial Payment, or Retainer)
- Default proposal expiration time
- Whether clients can add tips when paying

### What Clients See

When clients make a payment, they'll see all the payment options you've enabled. The interface adapts to their device — iPhone users might see Apple Pay, Android users might see Google Pay.

### Instant Payouts

Instant Payout sends your available funds to your bank in minutes instead of waiting 2-3 business days. It becomes available once your account has at least a 90-day payout history (measured from your first payout), so newer accounts won't see it right away. Once you're eligible, click the Instant Payout button in your Payments Dashboard. An additional fee applies for this service. See When will I receive my credit card payout? for more on payout timing.

→ Go to Payments Dashboard

---

## How do I change the brand on a booking?

*Category: Bookings*

Created a booking under the wrong brand? You can change it without recreating the whole thing.

1. Find and open the booking (use the global search bar or browse the list).
2. Click Manage Booking.
3. Select Edit Booking / Proposal Settings.
4. In the Brand box on the right, select the correct brand.

1. Click Save to reassign the booking to the new brand.

> Changing the brand updates the statement descriptor clients see on their credit card, and which branding appears on proposals, invoices and contracts.

---

## How do I add an extra design template to one booking?

*Category: Bookings*

You do not have to build a Design Collection to send a client artwork. When you have already discussed the look, or the design was created outside Check Cherry, you can upload artwork straight to a single booking. It adds a design to that one booking without touching your collections for everyone else.

> This is the custom path. The artwork still runs through the normal review loop, the client approves it or requests a revision, just without picking from a library first.

1. Open the booking and click the Designs tab.
2. Click Start New Design.
3. Choose whether to pull a template from an existing Design Collection or upload your own custom artwork for this booking.
4. Give the design a clear name so the client knows what they are approving.

### Three ways to use it

#### Upload one version for approval

Upload a single piece of artwork. The client reviews it and either approves it or requests a revision. This is the most direct way to get one design signed off.

#### Upload a few versions and let the client choose

Add more than one artwork version to the design and the client approves the one they like best. Great when you have a couple of directions to offer and do not need a full collection. If you would rather present a polished library of options, see Offering the client a choice in the design collections guide.

#### Upload the finished artwork

If the design was completed outside Check Cherry, or by another company managing the booking, upload the final file so it is recorded on the booking. Use this when the artwork is already done and does not need to run through client review.

> This only affects this one booking. To offer something to every future booking, add it to your Design Collections instead, see How designs and design collections work.

---

## What countries can I use Check Cherry in?

*Category: Getting started*

> Check Cherry is currently only available in English.

Check Cherry works in multiple countries, but your account's home country affects currency, time zones, address formats, and which app stores can download the mobile app. The following countries are supported:

- United States (USD)
- Canada (CAD)
- United Kingdom (GBP)
- Australia (AUD)
- New Zealand (NZD)
- United Arab Emirates (AED)
- Singapore (SGD)
- Malaysia (MYR)
- Thailand (THB)

> The Check Cherry app for iOS and Android only appears in app stores for supported countries. App stores require us to declare supported regions upfront. The web app works from anywhere with an internet connection.

### Multiple Countries

If you do business in multiple countries, open a separate Check Cherry account for each one. This ensures proper currency handling, local address formats, and compliance with regional regulations.

If you need multiple accounts, you can use the refer-a-friend program to get a discount on your additional account.

---

## Can I Bill Clients in a Different Currency?

*Category: Payments*

Short answer: your Check Cherry account operates in a single currency, and you can't switch individual clients or invoices to a different one. The good news is you almost never need to. Clients in other countries can still book and pay you without any issue.

### Your Account Uses One Currency

Your account's currency is set by your country and applies to everything: packages, proposals, invoices, and payments. There's no per-client or per-invoice currency option, so you can't, for example, bill one client in USD and another in CAD from the same account.

> The amount you enter is always in your account's currency. If your account is in CAD and you enter 100, the charge is 100 CAD, not 100 of any other currency.

### Billing Clients in Another Country

Here's the part that surprises people: you don't need a different currency to work with international clients. If you charge a client in your account's currency, their card handles the rest.

For example, if your account is in CAD and you charge a US client 100 CAD, their card is billed 100 CAD, and their own bank automatically converts it to US dollars on their statement at the current exchange rate. They can book, sign, and pay completely normally. The only difference is that your proposal shows the amount in your currency, not theirs.

> For most operators with the occasional out-of-country client, the simplest path is to keep everything in your own currency and let the client's card do the conversion. Nothing breaks, and you're paid in one consistent currency.

### Why It Works This Way

Each Check Cherry account connects to a single payment processor account, which settles and pays out in one currency tied to your country. Keeping your whole account in that one currency is what lets payouts, refunds, taxes, and reporting all stay consistent and accurate.

### If You Truly Need to Bill in Another Currency

If you have a business reason to invoice in an exact foreign amount, say charging a client exactly $100 USD rather than the converted equivalent, that isn't possible within a single account. It would require operating a separate Check Cherry account configured for that country, with its own payment processing and bank account set up locally in that country.

For most businesses this overhead isn't worth it for a handful of clients, but if it's a core part of how you operate, reach out via the chat bubble in the lower right and we can talk through your options.

> You can't change your account's currency on your own, since it's tied to your country. If your business has genuinely relocated or restructured, contact support before making changes.

---

## Will I get a 1099-K for my sales through Check Cherry Payments?

*Category: Payments*

If you process payments through Check Cherry Payments and meet the federal reporting thresholds, you will receive a 1099-K tax form from our payment processor.

### What is the reporting threshold for tax year 2025?

The laws are always changing around taxes, so be sure to check with your accountant or bookkeeper, but here are a couple of resources that you may find helpful as well:

IRS article on 1099-K

TaxJar article on what is a 1099-K?

TaxAct blog article August 25, 2025

### Do I still need to report my income and pay taxes if I don't receive a 1099-K?

Yes! You are legally responsible for reporting all income, regardless of the source. A 1099-K only lists the payment received from a specific payment processor, but the IRS expects you to report all income including that received via cash, check, Venmo, PayPal, Zelle, and other platforms.

You can run your numbers by going to Sales -&gt; Reporting and choosing either the "Profit &amp; Loss" or the "Payment History" report. Just make sure to set the payment date range to the correct range.

#### Check Cherry did a video about taxes in 2025. You can check it out here:

> For 2025, the federal reporting thresholds are at least $20,000 in gross sales and at least 200 transactions. Some states have lower thresholds that may trigger a 1099-K even if you don't meet the federal requirements.

### Checking Your Payment Totals

To see if you're approaching the threshold, check your payment history for the tax year.

1. Go to Payment History.
2. Set the date range to cover the full tax year (January 1 - December 31).
3. Check the totals at the bottom: Payment Applied shows your gross sales amount, and Matching Payments shows your transaction count.

### Getting Your 1099-K

If you meet the reporting thresholds, your 1099-K will be available by January 31 for the previous tax year. You can download it from the Documents tab in your Payments Dashboard.

→ Open Payments Dashboard

> Keep your own payment records throughout the year. The 1099-K shows gross payments received, but you'll need to track expenses, refunds, and other deductions for accurate tax reporting.

---

## How do I embed staff profiles on my website?

*Category: Online booking*

Clients want to know who they're working with. The Staff Profiles widget lets you showcase your team on your website with photos, bios, and optional booking buttons.

1. Go to Website Integration.
2. Find Staff Profiles and click Get Embed Code.
3. Decide whether to show Book Now buttons. Choose Yes if you want clients to book directly from the profiles, or No for display-only profiles.
4. Copy the embed code and paste it into your website where you want the staff profiles to appear.

> If clients care about working with a specific team member you can include a staff selection step during the online booking process.

---

## How do I send a message to my mini session bookings?

*Category: Getting started*

Once clients have booked slots in your session, you can send them messages directly from the session — whether that's a quick reminder, a location update, or a pre-event note. You can write a one-off email or send a pre-built template to all clients at once.

### Sending a message

1. Go to the Messages tab inside the session.
2. Click New Email to write a custom message, or Quick Send to select a pre-built template.
3. If writing a new message, choose which clients should receive it. The default is to send to all booked clients.
4. Send the message.

---

## What reports are available in Check Cherry?

*Category: Reporting*

Check Cherry's reporting gives you insight into every part of your business — from which packages are selling best to where your leads come from to how much you've collected in tips.

### Bookings Reports

- Bookings — List and export data from your bookings and proposals, organized by event date.
- Most Frequently Booked — See your most popular packages, add-ons, and backdrops.
- Outstanding Balance — Track bookings with remaining balances due.

### Payment Reports

- Payment History — All received payments with date, amount, and payment method.
- Tips — Tips collected, broken down by booking.
- Profit and Loss — Breakdown of income and expenses for tax time.

### Tax Reports

- Sales Tax — Itemized sales tax collected, broken down by region.

### Lead Reports

- Leads — Lead data including source, status, and conversion rates.

### Package Reports

- Utilization — How often each package, add-on, and backdrop gets booked.
- Packages &amp; Add-ons — Detailed information on all your packages, add-ons, and backdrops.

### Staff Reports

- Time Off — Staff time off requests and blockout dates.

### Client Reports

- Client List — Export client contact information along with staff and admin accounts.

### Expense Reports

- Expenses — All logged expenses with categories and totals.

### Message Reports

- Message History — Incoming and outgoing email and SMS activity.
- Email Event History — Track email opens, clicks, deliveries, bounces, and more for troubleshooting.

### Login History Reports

- Login History — Track login activity across all user accounts for security.

> You can save any report with your filters applied and schedule it to be emailed to you automatically — great for monthly financial summaries or weekly booking reports.

→ Open Reports

---

## How do I duplicate a booking in the mobile app?

*Category: Mobile app*

### Start by going to the booking or proposal you want to duplicate

You can search for the booking/proposal using the global search bar, or tap the Confirmed Bookings or Proposals button.

In the booking overview, tap the settings gear and select Duplicate

Set the new event date &amp; status (Confirmed, Proposal Date Reserved, Proposal Date Open, or Confirmed Awaiting Signature)

---

## How do I download my payment history?

*Category: Reporting*

Your payment history report shows every payment you've received through Check Cherry Payments — deposits, final payments, tips, and add-on charges. Export it as a spreadsheet for your bookkeeper, tax preparation, or personal records.

### Downloading Your Payment History

1. Go to the Payment History report.
2. Click Columns to choose what data to include in the report.
3. Click Filter to narrow down to a specific time frame or other criteria.
4. Click Export to download the spreadsheet.

### Automating Reports

Save time by scheduling reports to run automatically. You can have the same report generated daily, weekly, or monthly and even email it directly to your bookkeeper.

> Click Save Report after setting your filters to schedule automatic delivery. This is especially useful for monthly financial reports or quarterly tax preparation.

---

## How do I connect Check Cherry to Zapier?

*Category: Integrations*

Zapier connects Check Cherry to thousands of other apps — spreadsheets, CRMs, project managers, email marketing tools, and more. You can automate things like adding new bookings to a Google Sheet, creating a Trello card when a lead comes in, or tagging a contact in your email list when a contract is signed.

Zapier is a good fit if you want to connect Check Cherry to another tool without writing any code. It uses a visual workflow builder and works with thousands of popular apps out of the box. If you have a developer and need a more custom integration — or you want to build something that isn't available as a Zapier action — Check Cherry also offers a direct API. But for most automations, Zapier is faster to set up and easier to maintain.

### Setting Up the Integration

1. Go to Integrations.
2. Find the Zapier integration and copy your API key.
3. Click Connect with Zapier and follow the instructions to complete the integration.

### Triggers

Triggers fire when something happens in Check Cherry and kick off a Zap. All Check Cherry triggers are instant.

- New Appointment
- Appointment Is Updated
- New Checklist Item Is Created in Check Cherry
- Checklist Item Is Updated in Check Cherry
- New Event Is Added to Check Cherry
- Event Is Updated in Check Cherry
- Event Is Marked as Complete by Check Cherry
- New Lead Is Added to Check Cherry
- New Payment Is Recorded in Check Cherry
- New Proposal Is Added to Check Cherry
- New User Is Added to Check Cherry
- Staff Is Assigned to a Booking in Check Cherry

### Actions

Actions let you create or update records in Check Cherry from other apps.

- Create Confirmed Event
- Create Lead
- Create Proposal

#### Search Actions

Search actions look up existing records in Check Cherry.

- Check Availability
- Find Appointment
- Find Checklist Item
- Find Event or Proposal
- Find Lead
- Find Payment
- Find User

#### Search or Create Actions

- Find or Create Lead

### Video Tutorial

→ Open Integrations

---

## How do I update Flex Pricing on existing proposals?

*Category: Pricing*

You just created a holiday surcharge, but your existing proposals still show the old pricing. Flex Pricing changes only apply to new bookings automatically — existing ones need a manual update.

### How to Update Existing Bookings

1. Open the booking or proposal that needs updated pricing.
2. Click the Manage Booking button.
3. Select Reapply Flex Pricing.

You'll see a confirmation asking if you want to reapply the Flex Pricing. Click OK to update the booking with your current pricing rules.

> Reapplying Flex Pricing changes the client's total. If you've already sent the proposal, let the client know the price has changed.

---

## How do I configure privacy settings?

*Category: Getting started*

Privacy notices help you stay compliant with data protection laws like GDPR and build trust by being transparent about how you handle client information.

1. Go to Privacy.
2. Customize your consent message in the text field.
3. If you want to require consent before collecting any personal information, check Yes for "Request consent on first step of booking process prior to collecting personal information?"
4. Click Save.

### How the consent checkbox works

When you enable the consent requirement, clients must check a box agreeing to your privacy terms before they can enter their name, email, or other details on your booking page. This ensures you have explicit consent before collecting any personal information.

> The privacy notice appears on your booking page and lead forms. If you're subject to GDPR or other data protection regulations, consult with a legal professional about what to include in your privacy message.

---

## How do I add an availability calendar to my website?

*Category: Online booking*

> Some businesses prefer to start with availability as their main call to action. While we think most people are thinking about pricing and what's included rather than just dates, an embedded availability calendar can be part of your mix of ways to direct visitors to your online booking.

### Getting the Embed Code

1. Go to Website Integration.
2. Find Booking Availability Calendar and click Get Embed Code.

### Customize Your Calendar Widget

#### Choose a Style

- Link Only — A simple text link that opens the calendar in a new window
- Embed on my site — The full calendar appears directly on your webpage

#### Custom Messages

You can customize the messages that appear when visitors check a date:

- Available message — What to show when you're free on that date
- Unavailable message — What to show when you're already booked

You can use the default text or write your own custom messages in the boxes provided.

### Advanced Options

#### Book Now Button

Choose whether to show a "Book Now" button when a date is available:

- Yes — Links directly to your Check Cherry booking page
- Yes, but redirect to a custom URL — Links to your own contact form or booking page
- No — Just shows availability, no booking link

If you choose to redirect to a custom URL, you can also customize the button text.

#### Packages to Display

Select which packages the calendar should check availability for. If you only want to show availability for weddings, for example, select just your wedding packages.

#### Compatibility Mode

Enable this option if you're having trouble with the calendar displaying correctly on your website. Compatibility mode embeds the widget within an iframe for better compatibility with some website builders.

> Most website builders work fine without compatibility mode, but if your calendar isn't displaying properly, try enabling this option.

### Adding to Your Website

1. Configure all your widget settings.
2. Copy the embed code provided.
3. Paste it into your website wherever you want the calendar to appear.

The exact steps for adding the code depend on your website platform. Most website builders have an "HTML" or "Embed Code" block you can use.

→ Open Website Integration

---

## How do I download my expenses?

*Category: Reporting*

When tax season arrives or your bookkeeper asks for the numbers, the Expenses Report gives you a clean spreadsheet of every expense you've logged in Check Cherry. You can filter by date range or category, choose which columns to include, and export in seconds.

### Exporting your expenses

1. Go to Expenses Report.
2. Click Columns to choose which fields to include in the export.
3. Click Filter to narrow results by date range, category, or other criteria.
4. Click Export to download the spreadsheet.

> Click Save in the upper right to save the report with your current filters and columns. You can also schedule it to run automatically and be emailed to you daily, weekly, or monthly.

---

## How do I embed my booking page on my website?

*Category: Online booking*

Instead of sending clients to a generic booking page, you can add call-to-action buttons directly on your website that link to your branded Check Cherry booking page. The booking page uses your logo and colors, creating a cohesive experience that feels like part of your website.

1. Go to Website Integration.
2. Find Book Online and click Get Embed Code.
3. Choose your display style and customize the settings.
4. Copy the HTML code and paste it into your website.

### Display Styles

Choose how your booking link appears on your website:

- Link Only — A text link that opens your booking page in a new tab
- Customized Link — Style the link text and appearance to match your site
- Button — A button that opens your booking page in a new tab

> Most businesses use the Button style since it's more prominent and gets better click-through rates than plain text links.

### Link to a Specific Package

Want to skip the package selection and send clients directly to a specific service? You can create links that go straight to a specific package.

1. In the Customize Package Link section, select the service or package you want to link to.
2. Preview how the selected package will appear to clients.
3. Copy the HTML code and paste it into your website.

This works well when you have different pages on your website for different services — each can link directly to its relevant package.

### Client Sign-In Widget

Add a sign-in button so returning clients can access their portal directly from your website. Once logged in, they can make payments, complete forms, and view their event details.

The sign-in widget uses the same style options as the booking page link:

- Link Only — Simple text link
- Customized Link — Styled to match your site
- Button — Button format

> Use compatibility mode if your website builder has trouble rendering the code. It wraps the widget in an iframe for broader support with platforms like Wix, Squarespace, and WordPress.

→ Get Your Embed Code

---

## How do I share my backdrop gallery before a client books?

*Category: Packages*

Potential clients often want to see backdrop options before they commit to booking. Instead of describing your backdrops over email or directing everyone to your full online booking flow, you can share a standalone gallery that showcases your collection without any booking pressure.

You have two ways to share your backdrop gallery: a direct link you can send via email or text, or embed code to display the gallery directly on your website.

1. Go to Website Integration.
2. Select Backdrop Gallery.
3. Choose how you want to share it: Link only (sends a direct link to your gallery) or Embed code (displays the gallery on your website).
4. Copy the link or embed code and share it with potential clients.

> The embedded gallery looks professional on your website and lets visitors browse at their own pace. A direct link works great for quick sharing via email or social media.

---

## Can I download a list of payments I've received?

*Category: Getting started*

Check Cherry's reporting feature lets you download a full payment history across all payment methods. You can also save the report and schedule it to run automatically on a daily, weekly, or monthly basis — useful if you want a regular copy sent to your bookkeeper.

1. Select the Payment History report.
2. Click Columns to choose what data to include.
3. Click Filter to narrow results by time frame or location.
4. Download the report as a spreadsheet, or save it to schedule automatic delivery.

> When you save a report, you can schedule it to re-run every day, week, or month and have it emailed automatically — handy for sharing with a bookkeeper.

→ Go to Reporting

---

## How do I send mass emails to my clients?

*Category: Integrations*

Check Cherry is built for one-to-one client communication — things like booking confirmations, payment reminders, and follow-ups. It is not designed for bulk marketing emails, and sending mass emails through it is not supported. For promotions, newsletters, or announcements to a large list, use a dedicated service like Mailchimp.

### Syncing with Mailchimp

If you use Mailchimp, you can connect your account directly from the Integrations page. Once connected, you can filter by date range and sync your client contacts over automatically.

1. Go to Integrations.
2. Find the Mailchimp section and connect your account.
3. Choose a date range filter if needed, then sync your contacts.

> The Mailchimp sync will not export email addresses that use @example.com.

### Using Another Email Service

If you use a different email marketing service, you can export your client list as a CSV and import it manually into that platform.

1. Go to the Client List report.
2. Apply any filters you need.
3. Click Export to download a CSV.

→ Open Integrations

---

## How can I track bookings that don't come from my website?

*Category: Getting started*

Use our built-in referral tracking system to track bookings that come from other websites that are not your own or where you can't embed your booking link.

### You need to enable referral tracking first

The referral tracking is turned off by default. To enable it, click on Manage --&gt; Business Settings --&gt; Referrals and set it to Yes.

### What is the referral tracking system and how does it work?

Once the referral system is enabled, every user in Check Cherry will be given a unique referral code that they can use which will display the referring user's name when someone refers a client to your business. Go to Manage --&gt; User Accounts and search for the user's name to find their unique referral code.

When a user shares that url with someone else, and a booking is created from that url, the referring partner will be shown on the booking's overview page.

---

## Best and Worst Practices for Event Professionals

*Category: Best practices*

After working with thousands of event businesses, we have seen the same patterns come up again and again. Here are the habits that lead to more bookings and the mistakes that quietly cost you sales.

### Best Practices

Some of the best practices we suggest, in no particular order, are:

1. Have a website. Even a simple, modern website is better than none. It makes you look more professional and established.
2. Get back to customers quickly when they reach out to you.
3. Make it easy for your customers to book you, sign your contract and pay.
4. Keep your branding consistent through the entire customer journey (initial inquiry, booking process, website navigation, etc.)
5. Have clear and simple pricing.
6. Register for Google My Business to get your company listed on the map of local companies.
7. Network with others in your industry.
8. Focus on social proof (reviews, especially Google reviews).
9. Use good Calls to Action on your website. Make them intuitive, compelling and obvious. Ex: A Book Now button above the fold in the center of your website.
10. Make your website do the selling for you. It should help customers decide to buy from you.
11. The top right corner of your website is the most valuable real estate. Use it wisely.
12. Your social media should drive customers to your website, not from your website to your social media channels.
13. Consider showing pricing on your website; this helps eliminate price-fishers.
14. Make it clear which region or geographic area that you service.
15. Keep lead forms short - only require the minimum information required to book.
16. Listen to feedback from your ideal clients and act on it.
17. Differentiate your packages by more than just number of hours.
18. Make sure your proposals look good on mobile devices.
19. Do not send PDF's or Word documents to close a sale.
20. Take care of your customers.

### Video: 17 Ways You're Killing New Sales Opportunities


---

## How do I print or download a proposal as a PDF?

*Category: Proposals*

Sometimes clients need a PDF copy for their records, or a venue requires a printed proposal for their files. You can generate both directly from any proposal.

### Getting to the Preview

1. Open the proposal you want to download or print.
2. Click the Preview button in the blue banner at the top.
3. Select the Print or PDF button at the bottom.

The preview shows you exactly what your client sees.

### Choosing Your Format

At the bottom of the proposal preview, you'll see two options:

- PDF Version — Clean digital copy with your branding and package details
- Printable Version — Includes signature lines for both you and your client if counter-signing is needed

> Use the Printable Version if you need both signatures on paper. Use PDF Version for client records or venue submissions where signatures aren't required.

---

## How do I send a client their photo gallery link?

*Category: Messaging*

After an event, you can add a link to the client's photo or video gallery on their booking and send it to them by email. The gallery link appears in the Deliverables section of the booking.

### Adding the Gallery Link

1. Open the booking you'd like to send photos to.
2. Scroll to the bottom and find the Deliverables section.
3. Paste the photo gallery and/or video gallery URL.
4. Save the booking.

### Sending the Email

Use a message template to send the gallery link. Check Cherry includes a photo album template by default for newer accounts.

1. Click on the booking.
2. Click the Quick Send button and choose the photo album template.
3. Customize the email if needed, then click Send Email.
4. Or click the dropdown arrow next to the send button to personalize the email, add it to your review list, or edit the template.

### Creating or Editing the Photo Album Template

If you need to create or customize the photo album message template:

1. Look for the template called Send customer photo album link.
2. Edit the email content as needed, then click Save.
3. The template will now be available in the Quick Send list on any booking.

> You can also automate this process by setting up an automated message that sends the gallery link a set number of days after the event date.

---

## How do I use the Payments dashboard?

*Category: Payments*

Money is coming in but where does it all go? The Payments dashboard shows your balances, payouts, individual charges, and refunds in one place.

### Balance Overview

The top section shows two key pieces of information: how much money is available for payout and when you can expect it to hit your bank account.

- How much is available for payout
- The date you can expect it to show up in your linked bank account

Click Update next to Next payout scheduled for to change the bank account that receives payments.

Click See details in the upper right of the balance display for a breakdown that includes:

- Amount that is in transit to your bank
- Total estimated payout amount
- Total amount collected including amounts not yet in transit

You can also change your payout bank account from this detailed view.

### Payment Activity

The activity feed records all payments made through Check Cherry Payments — credit cards, Apple Pay, Google Pay, and ACH (checking account direct debit) if you have it enabled.

Each payment shows:

- Amount — the total amount charged to the customer
- Status — whether the charge succeeded or failed, with decline codes for failed payments
- Payment Method — the method used (Visa, Apple Pay, etc.), including the last 4 digits of credit cards
- Date — when the payment attempt was made

#### Payment Details

Click View beside any charge for detailed information about that payment:

- Paid On — date and time of the payment attempt
- Booking — title of the associated booking (clickable link)
- Payment Method — description including the last 4 digits
- Payment Details — amount breakdown including processing fees and net amount
- Technical Information — transaction ID, wallet type, card brand, and account details

### Payment Status Tags

Here are the most common status tags and what they mean:

- Succeeded — the payment was successfully received
- Incomplete — customer started entering payment information but didn't finish
- Do not honor — generic bank decline for various reasons like insufficient funds or incorrect CVC code

### Dashboard Tabs

The dashboard includes several tabs for different views:

- Refunds — any refunds you've submitted through Check Cherry Payments
- Payouts — current and past payouts to your bank
- Payment Methods — links to manage your enabled payment methods
- Settings — statement descriptor (what appears on customer credit card bills), paperless consent for tax documents, and account management

→ Open Payments Dashboard

---

## Can I take a security deposit or place a hold on a card?

*Category: Payments*

Want to protect yourself against damage, breakage, or a no-show with a security deposit? Check Cherry doesn't place a temporary authorization hold on a card — but there are two clean, client-friendly ways to handle a deposit, and for most event pros they work just as well.

> Check Cherry can't place a temporary "hold" or pre-authorization on a card — and for events, a hold wouldn't help anyway. A card authorization is released by the bank after about 7 days (30 at the very most, with extended authorization), so it would expire long before an event that's booked weeks or months out. Holds are built for short windows — a hotel stay, or charging once an order ships — not an event deposit. Use one of the two approaches below instead.

### Option 1: Collect a refundable deposit

Add the deposit to the booking as a line item, collect it like any other payment, then refund it after the event if there's no damage. This is the clearest option for clients — they see exactly what they paid, and refunding is quick on your end.

1. Open the booking and add the deposit as a line item — use an adjustment, or a Flex Pricing rule if you want it applied automatically.
2. Collect it like any normal payment, or let the client pay it online.
3. After the event, if there's no damage, refund it. Credit card refunds are quick on Check Cherry Payments.

> Spell out the refundable deposit and when you return it in your contract terms. A clear "refundable damage deposit" line sets expectations and builds trust.

### Option 2: Keep a card on file and charge only if needed

Prefer not to collect the money up front? You can charge the client's card only if something goes wrong — as long as their card is saved on the booking.

1. Turn on card saving in your payment settings — see Can clients save their payment info?
2. The card is saved when the client makes a payment — for example their deposit or first installment — with the save-card option on.
3. If there's damage, open the booking, click Make Payment, and charge the saved card — see How do I charge a saved card?

> Always get the client's consent before charging a saved card for damages, and make sure your contract authorizes it. A card can only be saved after the client makes a payment — Check Cherry can't store a card with no transaction, so this option won't work if they haven't paid anything yet.

### Which should I use?

If you want the security of money in hand, collect a refundable deposit (Option 1). If you'd rather not tie up the client's funds and you're comfortable with the booking, keep a card on file and charge only if needed (Option 2). Many pros use Option 1 for higher-risk rentals — equipment, photo booths, large setups — and skip it for everything else.

---

## How do I reorder questionnaire tabs?

*Category: Questionnaires*

Clients see questionnaire tabs in the order you set them. You can reorder tabs, duplicate them, or remove ones you don't need using the Additional Tab Settings menu.

→ Go to Questionnaires

### How to reorder tabs

1. Open the questionnaire template you want to edit.
2. Click Additional Tab Settings in the upper right corner of any tab.
3. Choose Move Tab (Left or Right) to reorder, or drag tabs directly into the order you want.
4. Save your changes.

### Other tab options

The Additional Tab Settings menu also lets you:

- Duplicate an existing tab to save time when creating similar sections
- Remove tabs you no longer need

> Put your most important tabs first. Clients often fill out the first few tabs completely but may skip later ones if the questionnaire feels too long.

---

## How do I embed a backdrop gallery on my website?

*Category: Online booking*

Some photo booth companies like to display backdrops on their website. Check Cherry allows you to manage your backdrops in one place and display them in many.

> Clients can pick a backdrop when booking online or accepting a proposal, so having them visible on your website is optional.

### Getting the Embed Code

1. Go to Website Integration.
2. Find Backdrop Gallery and click Get Embed Code.

### Configuration Options

Customize how your backdrop gallery appears on your website:

#### Display Style

- Link Only: Creates a text link that opens your gallery in a new tab
- Embed on my site: Shows the gallery directly on your webpage

#### Book Now Button

Choose whether to include a button that takes clients to your booking page. Most businesses include this to capture interest while clients are browsing.

#### Display Options

- Show Title: Display backdrop names below each image
- Show Pricing: Include pricing information for each backdrop

#### Technical Settings

Compatibility Mode wraps the widget in an iframe for greater compatibility with some website builders. Enable this if your regular embed doesn't display properly.

> You can set a maximum widget width in compatibility mode to control how much space the gallery takes up on your page.

#### Advanced Customization

Match your website's look with these styling options:

- Override text color
- Override font family
- Override button background color
- Override button text color
- Set maximum backdrops per page

### Adding to Your Website

Once you've configured your settings, copy the provided embed code and paste it into your website where you want the gallery to appear. The code works with most website builders and content management systems.

→ Get Backdrop Gallery Embed Code

---

## What will happen if I disconnect a template provider integration?

*Category: Integrations*

Disconnecting a template provider integration — like a design partner — removes the connection between Check Cherry and that provider. But it does not automatically remove any design collections you have already imported. Here is what to expect and how to clean things up if needed.

### How to disconnect a template provider

1. Go to Integrations.
2. Find the integration you want to remove and click Configure.
3. In the lower right of the configuration screen, click the Disconnect link.

### Your design collections are not removed automatically

Disconnecting the integration leaves your existing design collections in place. Any bookings that already have a design selected will keep that selection. If you want to stop offering those designs on future bookings, you will need to delete the collection manually.

#### How to delete a design collection

1. Go to Manage → Design Collections.
2. Click the down arrow next to the View Templates button on the collection you want to remove.
3. Select Delete Collection.
4. A confirmation window will appear. By default, the option to remove the collection from existing bookings is checked — leave it checked if you want it removed from bookings where no template has been chosen yet.

> Bookings with a chosen design keep it. If a client has already selected a design from the collection, that choice is preserved even if the artwork has not been finalized yet. Deleting the collection only removes it from bookings where no template has been selected.

---

## How secure is my Check Cherry account?

*Category: Staff*

Your Check Cherry account holds client data, payment info, and business records. Two-factor authentication (2FA) adds an extra layer of protection beyond your password.

### Enabling Two-Factor Authentication

1. Click your name in the upper right.
2. Go to your Profile.
3. Find Two-Factor Authentication.
4. Click Enable and follow the setup steps.

> Enable 2FA on all admin accounts. Staff accounts with extended permissions should use it too.

→ Go to Profile Settings

---

## How do I set an unavailable message?

*Category: Messaging*

When clients select an event date and/or time outside your availability hours or when you're fully booked, they see an unavailable message instead of your normal booking flow. This is your chance to set expectations and keep the conversation going.

1. Go to Unavailable Notices.
2. Edit the default message that appears when you're unavailable.
3. Optionally create custom messages for specific packages if they need different messaging.

> Even when unavailable, clients can still submit lead forms to reach you. Mention this in your message so they know they can still get in touch.

### What to include

A good unavailable message tells clients when you'll be back and gives them an alternative way to connect. Most businesses include:

- When you'll be available again ('back Monday' or 'available after 9am')
- How to reach you in the meantime ('send a message' or your phone number)
- Your typical response time ('I'll get back to you within 24 hours')

Keep it friendly and reassuring. Clients who see an unavailable message are interested enough to visit your booking page — don't lose them with a generic 'we're closed' message.

---

## How do I show design templates when a specific add-on is booked?

*Category: Packages*

A client adds your premium backdrop upgrade, and suddenly they need to pick an overlay design that matches. Assign design collections to specific add-ons so the right templates show up automatically.

### Assigning Design Collections to Add-Ons

1. Go to Design Collections
2. Choose the design collection you want to edit.
3. Click the Settings tab.
4. In the Applies to section, click Add-ons and select which add-ons should trigger this collection.
5. Click Save.

When a booking includes one of the selected add-ons, the client will see templates from this collection during checkout.

→ Go to Design Collections

---

## How do I get a link to all packages in a service?

*Category: Packages*

Want to send a client directly to your photo booth packages without them seeing your DJ or bartending services? Each service has its own shareable link that takes clients straight to online booking for just that service.

Each service gives you two different links to share:

- Public packages only — shows packages marked as public
- All packages — includes both public and private packages

### How to get your service links

1. Go to your package manager.
2. Click the menu button on any service title bar to copy its link.

> Use the public-only link when sharing on your website or social media. Use the all-packages link when sending custom proposals with private packages to specific clients.

→ Go to Packages

---

## Can I undo changes on a booking?

*Category: Bookings*

Changed something on a booking and wish you hadn't? Check Cherry keeps an activity log on each booking showing almost every change, who made it, and when. You can't undo with one click, but you can see exactly what changed and correct it manually.

1. Find and open the booking.
2. Click Manage Booking.
3. Select Change Log.

The change log shows most modifications with timestamps and user details. Use this information to identify what needs to be corrected, then make the adjustments manually in the booking details.

> The same steps work for proposals — click Manage Booking and select Change Log.

→ Go to Bookings

---

## What will happen if I disconnect a template provider integration?

*Category: Packages*

If you disconnect a design template provider (like Bespoke Booth or PB Backdrops), the associated design collection will be removed. However, bookings that already have a design selected will keep their choices.

### Disconnecting a Provider

1. Go to Integrations.
2. Click the Disable button next to the template provider.
3. Confirm the removal.

> Existing bookings retain their design choices even after disconnecting. Only new bookings will no longer have access to templates from that provider.

→ Open Integrations

---

## How do I add documents to a user account?

*Category: Staff*

If you work with staff or subcontractors, you'll need to collect documents like W-9s, insurance certificates, or signed agreements. Rather than juggling email attachments or folder systems, you can store these files directly on user accounts where they're easy to find when tax season rolls around or a client asks for proof of insurance.

### Adding documents to a user account

1. Find the user and click their name.
2. Click Edit User.
3. In the Attachments section, upload your files.
4. Click Save.

> Most businesses keep W-9s for all contractors and insurance certificates for staff who work events directly. Having these attached to user accounts means you can find them instantly instead of searching through email or file folders.

### How clients access their documents

Documents you upload to user accounts aren't automatically shared with clients. If you need to provide a client with documents like insurance certificates or contracts, you can attach it to the booking and send it to the customer.:

- Upload the document to the Attachments tab of their booking and mark it as "Available to Client" so they can download it from their client portal
- Email the document to the customer.

The documents stored on user accounts are for your internal record-keeping. Think of them as your digital filing cabinet rather than a client-facing document sharing system.

---

## How do I connect SmugMug to Check Cherry?

*Category: Integrations*

The event is over, the photos are edited, and the gallery is live on SmugMug. Now you need to get it to the client, which usually means copying a link, digging up the gallery password, and writing the same delivery email you wrote last week. The SmugMug integration connects that last step to Check Cherry. It does two things: it lets you attach a SmugMug gallery to a booking and send it to the client in a couple of clicks, and it makes your SmugMug photos available anywhere you pick images in Check Cherry.

### Connect your SmugMug account

1. Go to Integrations and find SmugMug in the Galleries section.
2. Click Connect.
3. Sign in to SmugMug and authorize the connection. You will land back in Check Cherry with your account connected.

The Integrations page shows which SmugMug account is connected, so if you ever need to double-check, that is the place to look.

### Send a gallery to your client

Every booking has a Deliverables panel where the gallery link and viewing instructions live. With SmugMug connected, you can fill those in by picking the album instead of copying and pasting.

1. Open the booking and click Manage on the Deliverables panel.
2. Click Browse SmugMug Albums.
3. Search for the album by name and click it. The search works across your whole SmugMug account, so this stays fast even if you have thousands of albums.
4. That is it. The booking's Gallery URL and Instructions fill in automatically.

#### Password-protected albums

If the album is password protected, Check Cherry asks about the password before finishing, because SmugMug does not let us read an album's existing password. You will see the album's password hint if one exists, plus two options: enter the password if you know it, or reset it to a new one. If you reset, Check Cherry suggests a short, easy-to-share password (you can change it or generate another) and updates the album on SmugMug. Either way, the password is written into the booking's Instructions so the client receives it with the gallery link.

> Resetting changes the album's password on SmugMug itself. Anyone you already gave the old password will need the new one.

#### Sending the gallery details

Once the gallery details are set, a Send Gallery Information to Client box appears at the top of the Deliverables page with Send via Email and Send via SMS buttons (SMS appears if SMS is enabled for your account). Each opens a message pre-filled from the Send Gallery template with the client's name, the gallery link, and the instructions already in place. Review it, tweak the wording if you like, and send.

> The Send Gallery templates (one for email, one for SMS) are seeded for every account and are customizable like your other automated message templates. Worth a few minutes to make the default message sound like you, since you will be sending it after every event.

The Deliverables page also has fields for video: a Video/Video Gallery URL and its own Instructions. The SmugMug picker fills the photo fields; video details you enter yourself. And the page tracks when the gallery details were first set and last updated, which is handy when a client asks whether their photos went out.

### Use SmugMug photos in your media library

Once connected, SmugMug also appears as a source in the Media Library browser, which opens anywhere you pick images in Check Cherry: package photos, proposals, website content, and the Media Library page itself. Browse your albums as tiles, click into one to see its photos, and import the ones you want. It is an easy way to put real photos from your own events on your packages and proposals instead of stock images.

> Imports use the largest web size of the photo rather than the original file, which keeps pages fast and is plenty sharp for packages and proposals. Only photos can be imported; video files in an album are skipped.

→ Connect SmugMug

---

## How do I change the way my proposals look?

*Category: Proposals*

Your proposal is often the first professional impression a client gets. The way it looks — cover image, layout, colors — sets the tone before they even read the pricing.

### Why Proposal Design Matters

A polished proposal signals professionalism. Clients comparing quotes from multiple vendors will notice the one that looks like it came from an established business. The right theme can also highlight what makes your service special — whether that's elegance, fun, or simplicity.

### Choosing a Theme

Check Cherry includes six proposal themes, each with a different feel:

- Classic — Clean and professional. A safe choice that works for any service.
- Luxury — Elegant with refined typography. Great for high-end events.
- Tuscan — Warm and inviting. Works well for rustic or outdoor events.
- Mist — Light and airy. A modern, minimal look.
- Vineyard — Rich and textured. Good for wine country or upscale settings.
- Midnight Pulse — Bold and dark. Stands out for entertainment and nightlife.

> Not sure which theme to pick? Start with Classic — it works for everyone. You can always switch later without affecting existing proposals.

### Setting Up Your Proposal Theme

1. Go to Proposal Settings.
2. Browse the available themes and click Preview to see how each one looks.
3. Click Save on the theme you want to use.
4. Upload a cover photo — either from your computer or your media library. This is the hero image clients see first.
5. Choose which packages and brands this theme applies to.

### Cover Photo Tips

The cover photo is the first thing a client sees when they open your proposal. Choose an image that represents your work — a great event photo, your setup in action, or a professional brand image.

> Use a high-quality, landscape-oriented image. Check Cherry will crop it to fit the theme layout, and you can adjust the crop after uploading.

### Using Different Themes for Different Services

If you offer multiple services (e.g. both photo booths and bartending), you can assign different themes to different packages. A fun, colorful theme for party services and a refined theme for corporate events — each client sees the design that fits their event.

> Multi-brand accounts can also assign themes per brand, so each brand has its own proposal look.

→ Manage Proposal Themes

---

## How do I use Zapier with staff?

*Category: Integrations*

When you add or update team members in Check Cherry, you can automatically sync that information to your HR tools, team directories, or communication platforms using Zapier.

### How Staff Triggers Work

The staff trigger in Zapier fires when someone is added to your team or when their information is updated. This is useful for keeping your team roster in sync across multiple tools without manual data entry.

### Setting Up Staff Automation

1. In Zapier, create a new Zap with Check Cherry as the trigger app.
2. Select Staff as the trigger event.
3. Connect your Check Cherry account if you haven't already.
4. Test the trigger to make sure it's working correctly.
5. Choose your action app (like Google Sheets, Slack, or your HR platform).
6. Map the staff data fields to your destination app.
7. Turn on your Zap.

> Most businesses use this to add new team members to Slack channels, update team rosters in Google Sheets, or sync contact info to their CRM.

### Available Staff Data

When the staff trigger fires, Zapier receives information like the team member's name, email, role, and permissions level. This data can be mapped to fields in your destination app.

> Need help connecting Zapier to Check Cherry? See connecting to Zapier for the initial setup steps.

---

## How do I add company info to proposals?

*Category: Proposals*

Clients choose based on trust as much as price. Adding your story, credentials, and client reviews to proposals helps them feel confident about booking with you.

### About Us Section

1. Go to Proposal Presets.
2. Fill in the About Us section with your background and what makes your business unique.
3. Save.

### Trust Indicators

Below the About Us, you can add trust indicators like years in business, events hosted, or certifications. Most businesses add 2-3 of these. They give clients a quick reason to trust you before reading the full proposal.

### Reviews

Add your best client reviews to proposals. You can assign reviews to specific packages so the most relevant testimonials show up.

1. On the same Proposals tab, scroll to the Reviews section.
2. Add reviews with the client name, quote, and optionally assign to specific packages.
3. Save.

> Use real quotes from real clients. Generic testimonials feel fake and do more harm than good.

→ Open Proposal Presets

---

## How do I organize my backdrops into categories?

*Category: Packages*

If you offer multiple backdrops, organizing them into categories makes it easier for clients to browse and choose. Categories also let you set different pricing tiers — for example, "Standard" backdrops included in the base price and "Premium" backdrops at an extra charge.

### Creating a New Category

1. Click New Category.
2. Enter a category name (e.g., "Basic," "Premium," "Seasonal").
3. Add a sub-header to help clients understand the category (e.g., "Included with your package" or "Add for $50").
4. Configure the default settings for backdrops in this category.

### Editing Category Settings

To edit an existing category, click the menu button in the upper right corner of the category title bar.

You can change the category name and sub-header, plus set default settings that apply to all backdrops in the category:

- Default price for backdrops in this category
- Whether backdrops are taxable
- Lead time requirements (how many days notice clients need to give)
- Whether to display these backdrops in your Backdrop Gallery Widget
- Which packages can access backdrops from this category

> Default settings apply to all backdrops in the category, but you can override them on individual backdrops if needed.

### Organizing Categories

To move categories higher or lower on the page, click the menu button in the upper right of the category title bar and select Reorder Backdrops.

You can also duplicate the category.

> Use descriptive sub-headers on categories — they show up on the booking page and help clients understand what's included versus what costs extra.

→ Manage Backdrops

---

## Integrating Appointments with Zoom or Google Meet

*Category: Bookings*

If you offer consultations, Check Cherry can automatically generate a Zoom or Google Meet link the moment a client books an appointment — no manual scheduling, no link-sharing back and forth. The meeting link goes straight into the confirmation, and both you and the client have everything you need without any extra steps.

### Connecting Zoom or Google Meet

Start by connecting your video account in Appointment Scheduling settings. You only need to do this once.

1. Click your name in the upper right and select Appointment Scheduling.
2. Click Connect Zoom or Google Meet.
3. Sign in with your Zoom or Google account and grant the requested permissions.

### Enabling video meetings for appointments

Once your account is connected, tell Check Cherry where appointments should take place. This is what activates automatic link generation.

1. In Appointment Scheduling, find the Where will appointments take place? setting.
2. Select Zoom or Google Meet.
3. Save your settings.

> From this point on, every new appointment booking will automatically include a unique meeting link in the confirmation sent to you and your client.

### Disconnecting

To disconnect, go to Appointment Scheduling and click Disconnect next to the provider logo. Meeting links on existing appointments are not affected — those links will continue to work.

→ View Appointments

---

## How to write effective calls-to-action on your website

*Category: Payments*

Most people who visit your website will leave without reaching out. A good call-to-action (CTA) tells visitors what to do next and makes it easy to take that step.

### What Makes a CTA Effective?

- Use a contrasting color so the button stands out from the rest of the page.
- Keep the text short and action-oriented: "Book Now", "Check Availability", "Get a Quote".
- Place the CTA where people naturally look: top right corner, after describing your services, and at the bottom of the page.

### What to Avoid

- Avoid weak CTAs like "Contact Us" or "Learn More." These do not tell the visitor what will happen next.
- Do not use the same CTA text everywhere. Mix it up: "Book Now" at the top, "See Pricing" in the middle, "Check Availability" at the bottom.
- Do not hide your CTA. If someone has to scroll to find the button, many will leave before they get there.

### Placement

Include a CTA at the top of each page so visitors see it immediately. Add more as they scroll, especially after key sections like pricing, testimonials, or package descriptions. Always include one at the bottom of the page.

> Link your CTA buttons directly to your Check Cherry booking page. You can get the link from Website Integration.

---

## How do I troubleshoot Zapier issues?

*Category: Integrations*

If your Zapier integration is not working as expected, start by enabling enhanced logging to see what is happening.

### Enabling Enhanced Logging

1. Go to Integrations.
2. Click on your Zapier integration.
3. Enable Enhanced Logging.
4. Trigger the action that was failing.
5. Check the logs to see what went wrong.

The logs show the data being sent and any error messages. Chat with us if you need help interpreting them.

---

## Can I accept ACH payments?

*Category: Payments*

Some clients prefer to pay from their bank account instead of a credit card, especially for larger balances. ACH transfers have lower processing fees too.

> ACH payments have lower fees than credit cards, but they take 5-7 business days to process instead of 2-3. Consider this for your payment timing and cash flow.

### Enabling ACH

1. Go to Payment Settings.
2. Click Add a Payment.
3. Select ACH Direct Deposit.

### What Clients See

When customers book, they'll see a Bank Account option on the payment screen alongside credit card.

### Bank Account Verification

For security, clients need to verify their bank account before the payment goes through. They can choose one of two methods:

- Instant verification — They log into their online banking through a secure connection to verify the account immediately
- Micro-deposits — Two small deposits (under $1) are sent to their account, and they confirm the amounts within a few days

Most clients choose instant verification because it's faster and they can complete their payment right away.

---

## Why is my client getting an error paying with an AMEX card?

*Category: Payments*

American Express cards have two security codes, and most people grab the wrong one. The 4-digit code on the front is what they see first, but online payments require the 3-digit code on the back.

### The Two AMEX Security Codes

- 4-digit CID: On the front of the card, above the card number. This is NOT the code to use for online payments.
- 3-digit CVV: On the back of the card. This is the correct code.

> Most payment errors with AMEX cards resolve once the client uses the 3-digit code from the back instead of the 4-digit code from the front.

### If the Payment Is Still Declined

1. Confirm the client is using the 3-digit code from the back.
2. Ask them to try a different card.
3. Have them contact their card issuer to make sure the card is not blocked for online transactions.

---

## How do I postpone or cancel an event?

*Category: Bookings*

The client called and the event is off, or they need to push it to a later date. Here is how to handle both without losing any booking data.

### Postponing

1. Open the booking or proposal.
2. Click the status badge.
3. Select Postponed.

When you postpone an event, all booking info is preserved (messages, questionnaires, payments). The date becomes available for other bookings.

To find postponed bookings, filter your bookings list by the Postponed status.

### Cancelling

Change the status to Cancelled the same way. The date becomes available again.

> Cancelling a booking does not automatically refund payments. You will need to process refunds manually.

### Reactivating

To reactivate a postponed or cancelled booking, click the status badge and change it back to the desired status.

---

## How do I use my Canva designs in Check Cherry?

*Category: Integrations*

If you design your own package photos, promo graphics, and website banners in Canva, you know the routine: export a PNG, find it in your downloads, upload it to Check Cherry, repeat every time you tweak the design. The Canva integration cuts out the export step. Connect your Canva account once, and your designs show up right inside the image picker in Check Cherry, ready to import with a click.

### Connect your Canva account

1. Go to Integrations.
2. Click Connect on the Canva card.
3. Sign in to Canva and authorize the connection. You will land back in Check Cherry with your account connected.

### Use a Canva design in Check Cherry

Once connected, Canva appears as a source inside the Media Library browser. That browser opens anywhere you pick images in Check Cherry: package photos, proposals, website pages, backdrops, and the Media Library page itself.

1. Open the image picker wherever you want to add an image, then choose Canva as the source.
2. Browse your Canva Projects. Folders show up as tiles in the grid, and you can click into them to drill down. A breadcrumb trail at the top (for example, Projects / Weddings) lets you navigate back up.
3. Click a design to import it. It is added to your Check Cherry media library as an image, and you can use it like any uploaded image.

> Designs are sorted newest first, so the design you just finished in Canva will be waiting at the top of the grid.

### Keeping designs up to date

Importing a design brings a copy into Check Cherry. It does not stay linked to Canva, so when you update a design in Canva, import it again in Check Cherry to use the new version. The old import stays in your media library until you remove it.

A couple of things the integration does not do, so expectations are right: it does not edit designs inside Check Cherry (all design work still happens in Canva), and it does not send anything to your clients. It is a faster way to get your Canva work into Check Cherry, nothing more.

→ Connect Canva