Selling and managing passes
How to sell a pass to a guest, lifecycle, pausing, expiry warnings
Selling and managing passes
The template is "what kind of pass." The pass is "a specific guest's pass." This page shows issued passes and lets you sell new ones.
Where to find it
Group Classes → Passes tab.
Selling a new pass (wizard)
3 steps:
1. Pick a guest
- Search: name, email, phone
- New guest: if not in the system, create one here
2. Template or custom
- Pick a template: from Pass Templates
- Custom: ad-hoc pass (not saved as template, just this one)
3. Details
- Start date (default: today, or later)
- Note (e.g., "Christmas gift")
- Payment method (cash, card, transfer, online)
- Discount (optional)
The "Finish" button creates a checkout. Guest pays, pass activates.
Pass lifecycle
ACTIVE
Pass is alive, usable. Default state after purchase (or after first use, if "activates on first use" is set).
PAUSED
Paused. E.g., guest takes a month off, doesn't want validity ticking.
- Pause / Resume buttons on the pass row
- "Frozen" period adds to the validity end
EXPIRED
Expired. Validity reached zero (or sessions used up).
- No longer usable
- Guest can buy a new one
CANCELLED
Refunded. If you refunded the guest, the pass can be cancelled. Triggers a refund in Finances.
The Passes list
Each pass on a row:
- Guest name + avatar
- Template name + color
- Status badge (ACTIVE, PAUSED, EXPIRED, CANCELLED)
- Progress bar (used / total sessions)
- Expiry date
- "Expiring soon" badge (7 days or ≤2 sessions)
- Action buttons: Pause/Resume, Cancel, Details
Filtering
- Active only (default)
- Expiring soon (proactive reminder)
- By guest
- By template
- By category
When to use it
Scenario 1, new guest buys a 10-pass Wizard: guest → "Yoga 10-pass" template → starts today → cash. One minute, done.
Scenario 2, regular renews Previous pass expires. New purchase, same template, start date: tomorrow (continuous rollover).
Scenario 3, custom deal A regular wants a 50-session unlimited 6-month pass. Custom (template-less) with manual parameters.
Scenario 4, guest goes on vacation 2-week trip. Pause button. After 2 weeks, Resume. Validity extends by 2 weeks.
Scenario 5, refund Guest complains, asks for money back. Cancel button. Finances logs a refund transaction.
Expiring soon warning
System warns when:
- Validity expires in 7 days
- 2 or fewer sessions remain
Guest also gets an email (if enabled).
Tips
- Use the "start date" field, e.g., guest buys for summer season, starts August 1.
- Pause is for vacation, not punishment. Non-paying guest = Cancel, not Pause.
- Expiring-soon warnings are the strongest retention tool: "just a couple sessions left" prompts a renewal purchase.
- Use custom passes rarely, the template is what scales.
- Pass progress bar is visible to the guest in the Customer Portal, motivates attendance.
- Always discuss before a refund: guest used 5/10 sessions, full refund isn't fair. Partial refund or credit is the right call.