One-click deposit refund button
Add a Refund initiated field to support tickets. When your agent flips it to Yes, Frontdesk calls your payment processor, confirms with the customer, and closes the ticket. Frontdesk runs it for residents and prospects.
Trigger
An agent sets the Refund initiated field on a ticket to Yes.
Built from
Why teams set this up
Approving a refund takes seconds. The follow-through takes twenty minutes per case: process the payment, write the confirmation email, update the record, close the ticket. On busy days a step gets skipped and the customer calls back angrier.
Refunds finish in minutes instead of days
No forgotten confirmation messages
Every refund leaves an audit trail on the ticket
How the automation runs
A customer calls about a damaged order. The AI receptionist opens a ticket with the order number attached. Your agent reviews the photos, flips Refund initiated to Yes, and moves on. Ninety seconds later the refund is processed, the customer has a confirmation email, and the ticket is closed with the payment reference on it.
- 1Ticket field
Your agent reviews the case and flips Refund initiated to Yes
- 2Conditional branch
The sequence verifies the order reference and amount are present before anything fires
- 3API step
A code step calls your payment processor and issues the refund
- 4Email
The customer gets a confirmation with the amount and when it will land
- 5Smart ticket
The ticket closes with the refund reference recorded on it
How multifamily teams run it
Approve a security deposit refund on the ticket and the former resident gets the payment, the itemized email, and a closed ticket.
Synced with your systems
Built from standard Frontdesk blocks
No custom development. Each step is a building block you can rearrange, retime, or extend, so this workflow can grow into the next one.
Retention journeys that include this workflow
This workflow is one step inside larger retention journeys that run the full customer lifecycle.
Customer retention
A resident with unresolved maintenance frustration receives manager outreach before deciding to move.
See the journey →Churn risk intervention
A resident with repeated work orders and negative sentiment receives a retention call and resolution plan.
See the journey →Renewal journey automation
A resident enters a 90, 60, 30, and 15-day renewal cadence with policy-aware offer handling.
See the journey →Common questions
How does the one-click refund button workflow start?
An agent sets the Refund initiated field on a ticket to Yes.
Which channels does this use?
This workflow runs over email. Each step can use the channel that fits the customer and the urgency.
Can my team stay in control of when it fires?
Yes. The trigger can be a field a person flips on a ticket or contact, so a human makes the decision and Frontdesk does the follow-through. Any step can also route to a teammate with the transcript and collected data.
Does it keep our records up to date?
Every call, text, and email in the workflow is logged against the contact and ticket, with transcripts attached. Frontdesk can also sync contacts and fields to your CRM.
What happens when a customer needs a human?
The workflow hands off with context: the right teammate gets the full history, the transcript, and the collected answers, so the customer never repeats themselves.
Which systems does this work with for multifamily businesses?
Frontdesk can work with Yardi, RealPage, Entrata, AppFolio, Buildium, ResMan, plus API and webhook connections for custom systems, so every conversation lands on the right record.
Thinking bigger than one workflow?
The customer journey library maps full lifecycle automations across activation, onboarding, retention, and growth.
Explore customer journeys →This workflow also runs for any industry.
See the all-industry version →More from ticket buttons and field automations
Add a field to any ticket and let flipping it run the work. Your team makes the decision, Frontdesk does the follow-through.
Resident complaint escalation button
A Manager review field on tickets that, when flipped, briefs the right manager with the full history and tells the customer help is on the way.
Leasing and maintenance callback button
Flip a Callback requested field and Frontdesk dials the customer for you, retries on no answer, and logs the conversation back to the ticket.
Application approval automation
When an Application status field moves to Approved, the applicant gets a congratulations call, the paperwork email, and a booked next step without anyone touching a phone.