Send payment links

Let clients pay on their own device from POS checkout — via SMS, email, or both — while you wait at the register.

Send payment links let staff complete a POS sale without handing over the iPad, typing a card number at the desk, or chasing payment later. You build the cart in Point of Sale, send the client a link by SMS or email, and Arketa holds class or appointment capacity while they pay on their phone.

This flow is available in POS V2 (the current Point of Sale experience). It is different from sending an invoice from a client's profile — payment links are tied to an active POS cart and expire after 15 minutes.

Payment links work well when the client is not at the register but you still need to close the sale now:

  • Retail at the desk — Client forgot their card or wallet and does not want to hold up the line.
  • Phone bookings — Someone calls to book a class or appointment and you want them to pay immediately without reading card details over the phone.
  • Last-minute class spots — A walk-in wants to join a class starting soon; you hold their spot while they pay on their own device.
  • Post-class pre-booking — Client finished class and wants to book a future session before leaving.
  • 3D Secure cards — Some payment methods require authentication the in-person POS terminal cannot complete; the client finishes verification on the standard invoice checkout page.

Staff need the Send payment link permission on their role (under POS permissions). By default, owners, managers, franchisees, and front desk roles can send links; guest and some restricted teacher roles cannot.

Payment links require a client profile — they are not available for walk-in sales. Add the client to your roster first if you need to send them a link.

  1. Open Point of Sale and select the client.
  2. Add items to the cart (classes, packages, retail, appointments, and so on).
  3. At checkout, open Other payment methods (if needed), then click Send payment link.
  4. In the modal, choose how to deliver the link:
    • Email
    • SMS
    • Both
  5. Confirm the client's phone number and/or email (fields pre-fill from their profile when available).
  6. Click Send payment link.

Arketa creates an invoice for the cart total shown in POS and sends the client a link like https://app.arketa.co/{your-widget}/i/{invoiceId}. They pay on Arketa's standard invoice page on their own phone or computer.

Waiting for payment

After you send the link, checkout switches to a waiting panel:

  • Waiting for [client name] to complete payment
  • Expires in MM:SS — countdown from 15 minutes; turns red as expiry approaches
  • Resend link — sends the same invoice again (same cart, same amount); does not create a second link
  • Cancel payment link — cancels the invoice, releases any held class or appointment capacity, and returns you to the cart so you can edit or choose another payment method

You do not need to refresh manually. POS polls the invoice about every five seconds and completes the sale automatically when payment is received.

If the link expires, POS cancels it automatically, releases holds, and shows a message that the link expired.

What gets held while you wait

For 15 minutes (matching the link expiry):

  • Classes and appointments in the cart use the same capacity holds as checkout — spots stay reserved while the client pays.
  • Reserved seating — If the cart includes a specific spot, that spot is locked so two payment links cannot claim the same seat at once.

When the client pays, the link closes, holds clear, and the sale completes like a normal POS transaction (receipt, roster updates, and reporting).

When you cancel or the link expires, holds are released and the cart reopens for changes.

Limits and edge cases

SituationBehavior
Link expires (15 minutes)Invoice is canceled; class/appointment holds release; cart is editable again
Client does not receive SMS/emailUse Resend link; check phone/email on the profile
Need to change the cartCancel the payment link first, then edit items and send a new link
Second link for same cartNot allowed while one is active — cancel the current link before sending again
Walk-in saleSend payment link is hidden — create a client profile first
Subscription with future start, charge laterSend payment link is not shown for that cart
Spot already held by another linkError asking you to pick a different spot

Client experience

The client receives SMS and/or email with the payment link. They open it on any device, review the invoice, and pay with card (including flows that need extra authentication). No Arketa app install is required.

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