Finix Dashboard

Your Finix dashboard provides opportunities for some transaction tasks that take place outside of

collecting client payments through TherapyAppointment.

We have a quick rundown of the Finix dashboard as a PDF you can view, download, bookmark, or print here:
link Navigating your Finix Dashboard - The Basics

In this Article:

Request access to your Finix Dashboard

Required Role: Owner or Manager

Overview of the process:

check_circle Once you've been approved for your Finix account:

  • We will send an email invitation to the Practice Owner to set up their Finix dashboard account
  • Once logged into the Finix Portal, practice owners can grant staff members access and even granular permissions
  • Read on for the steps to set up your Finix Dashboard account.

To access:

  • On any screen click (top right)
  • Then click Billing & Ins (top tab)
  • Find the section Payment Processing near the bottom shown below
  • On the top line, click the far right button


The request will be forwarded to TherapyAppointment’s support team, who will issue an mail email invitation to the practice owner.

Note: This email will come from mail notifications@payments-dashboard.com

Don't see the email?

Please check your spam or trash folders, as well as manually search the above email address. Continue to have issues? Reach out to your email service provider with the above email address and details like approximate time sent to troubleshoot with them.

Still having trouble? Please look for a way to allow emails from this specific email address. Adding it as a contact, or a safe sender should be enough, then ask us to re-send the email. Questions about this process? Please consult your email provider or manager.

Email preview:

Click to see a larger version

  • Click the link and enter a password, your username will be your email address
  • Once a password is created, you can bookmark and/or access the Finix Portal Dashboard

🎉 Congratulations! You've created your owner account within the Finix dashboard

Access your Finix Dashboard

Required Role: Owner or Manager
bookmark_check Anyone can acccess (and bookmark!) the Finix Dashboard by clicking here.
account_circle Username? Your email address.
help Tried the reset and can't get signed in? Reach out to your practice's owner or administrator with access to the Finix portal.
person_raised_hand Still can't get signed in? No sweat, reach out our support for help!
  • On any screen click (top right)
  • Then click Billing & Ins (top tab)
  • Find the section Payment Processing near the bottom shown below
  • On the top line, click Go to the Finix Portal


  • Once signed in, you will be in your Finix dashboard:

Tip: Need to add additional users? Jump to these steps.

Home

This gives you a heads up view of your transactions. This include transaction volume, average transaction value, disputes and refunds.

Insights

This shows a similar dashboard to home with a few more metrics. This is where you can see refunds and disputes.

Transactions

This allows you to review any transactions: failed or approved or refunded. If facing a decline, click the line item for information.


Payments

This shows you a list of all payment transactions. Click any transaction to view more information. If it's a decline you should see something similar:

Having an issue with declines?

playing_cards The client's bank is the one who "holds all the cards" credit_card so to speak in a transaction — they either approve or deny a charge based on the information given by you or the client (Name, Address, Zip). If they don't match, it will be declined. That decision is then sent back to the card processor, to us, and then to you.
Have a specific error message and not sure where to start? Please review our article here for payment declines & failure codes. Ultimately, if declines continue have the client reach out to their bank and enquire.

Authorizations

We don't recommend using this, instead we recommend taking the payment (or a say 0.01 cent charge) within the TherapyAppointment system.


Refunds

This shows just the refunds you've made.


Bank returns

This will not be used, we recommend any payments to be taken within TherapyAppointment.

Disputes

These are payment disputes (chargebacks) made by the client with their card issuing bank.

These will not show up on TherapyAppointment, so please review your Finix dashboard for any disputes.

Dispute costs are $15 per dispute.

Pay particular attention to the columns Dispute state, Reason, Response state, and Respond by date. More information can be found below on these states. All of this information is provided by our credit card processor.


Dispute states

Reason Description
CLERICAL The Dispute   is being reviewed by the buyer's issuing bank. When Dispute#state   is INQUIRY   no changes can be made.
FRAUD The cardholder claims they didn't approve or authorize the transaction. FRAUD   is the primary reason disputes get created.
INQUIRY The Merchant   didn't respond by the respond_by   date, or the transaction got flagged for review due to the network's internal standards.
QUALITY The cardholder has issues with the quality of the goods or services received. Reasons can include receiving damaged goods or a service that doesn't match what's promised.
TECHNICAL A technical issued caused the transaction to process funds incorrectly.


Dispute response states

Response State Description
NEEDS_RESPONSE The Merchant   needs to respond to the Dispute   by Dispute#respond_by
RESPONDED The issuing bank has received the evidence and actively reviewing it. No action needed from the Merchant  .
ACCEPTED The Merchant   has accepted the Dispute  . When a Dispute   is accepted, you concede that the dispute is not worth challenging or representing. For details on how to accept a Dispute  , see Accepting a Dispute.
NO_RESPONSE_ALLOWED The final Dispute#response_state   when a Dispute   is either WON   or LOST  .
UNKNOWN Dispute   details couldn't be submitted to the processor. Comes up when testing Disputes   in sandbox or on the DUMMY_V1   processor.

Dispute Reasons

Reason Description
CLERICAL   An error occurred while processing the sale, or the cardholder has an issue with the transaction and refuses the goods.
FRAUD   The cardholder claims they didn't approve or authorize the transaction. FRAUD   is the primary reason disputes get created.
INQUIRY   The Merchant   didn't respond by the respond_by   date, or the transaction got flagged for review due to the network's internal standards.
QUALITY   The cardholder has issues with the quality of the goods or services received. Reasons can include receiving damaged goods or a service that doesn't match what's promised.
TECHNICAL   A technical issued caused the transaction to process funds incorrectly.


Settlements & deposits

This lists all the daily settlements and deposits made to your bank account.


Payment Links

We do not recommend using this, or posting this link anywhere. Instead collect payments within the TherapyAppointment system.

Note: Please do not publish a payment link in a public place or your website.

These payments should only be collected within the TherapyAppointment system.

Subscriptions

We also do not recommend using this, or posting this link anywhere. Instead collect payments within the TherapyAppointment system.

Virtual terminal

The Finix Dashboard should NOT be used to collect client payments

Client payments should always be collected within TherapyAppointment to ensure the payment is credited to the client’s account.

On rare occasions you may need to take a virtual debit or credit card payment from an insurance company. This would be an appropriate situation to use the Take Payment option in the Finix Dashboard.

Authorizations also do NOT charge a card and it isn't recommended to use this either.

User exports

Here you can view your exported files. You can export items like payments and settlements based on filters you set.  

You can also use the reports income journal within TherapyAppointment with similar filter options.


Company

Here's where you can manage and review your company details, user roles, manage and add users, and view previously completed PCI compliance forms.

  • You have a few tab options at the top: Overview, company settings, team, and compliance
  • Add a new user with the top right button.
  • Click the top right button to require MFA (multi factor authentication)
  • Follow the sections below for each tab on this page

Overview

This shows you a heads up view of your company and details.


Company settings

This includes both payment instruments (physical terminals) and uploaded files like previously signed PCI compliance forms.


Team

As an owner or manager, here's where you can manage staff accounts and roles. Click on a team member to load their roles and details.

Click the far right button of any team member for more options:

  • Resend an invite email
  • Edit their roles
  • Deactivation
  • Reset MFA (multi factor authentication)

Click the subtab Roles to adjust your company wide role options and presets.


Compliance

Any PCI compliance forms you've completed in TherapyAppointment will appear here to view or download.


Clicking on the form will open a pop up modal where you can review, print, or save: