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Pre Auth journey for the guest

We have just moved across to Res diary. Currently, when the guest books a table on line, they have to put their card details in for the Pre Authorisation, however it doesn't actually say what/why/when and therefore when the guest cancels their table last minute and we take their money, we receive complaints a the way the system is currently set up this we're told can only be added to the T&C's - Not sure why this would be the case and would think it an obvious requirement to let the guest know when they are entering there card details as to why?

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