Please note: Passes are available on the Standard plan or above.

This article covers:


What is a Pass?

By selling passes, you allow your bookers to purchase a block of classes at once, which they can then redeem against future ticket bookings. Bookers must select a ticket alongside the pass; the pass then attaches to their email address for later use.

Passes are a great way to reward bookers who are willing to commit to future classes upfront, with the cost of a pass usually being less than the equivalent amount of drop-in tickets (depending on how you wish to use the feature)

You have complete control over your pricing, how many tickets bookers can redeem using the pass and its validity period. You can also choose to limit pass redemptions against tickets or events.


Setting up your pass offers

Navigate to the pass settings by selecting Sales Tools, and then Passes. Select the green Create a new pass button to set up a new pass offer:

Now that you're in the setup for a pass, you can fill in any fields you'd like to use. Your pass will be unpublished (top right corner) until you decide to publish it and make it available for purchase.

The fields and how you can use them:

  • Display - In this section, you can set the name of the pass and a description in Further details. Think of it like a product you have for sale. Your bookers will see this name when browsing your pass offers.

    💡 Please note that the system will display the number of uses, validity timeframe and which tickets or events it can be used on by default.

  • Pricing - This is where you decide on the cost of the pass.

    Note: Once the booker purchases the pass, the system will not prompt them to pay for the redeemable tickets.

  • Usage restrictions - If you've selected the Fixed number of uses option, you can then specify how many times bookers can redeem the pass against tickets.

    Unlimited allows the pass to be redeemable against as many tickets as the booker wishes within the Fixed period from the first use setting under Timeframe for use.

    Single use only means the booker can only use the pass once per event. Whereas Valid for additional attendees means bookers can use their pass for themselves and other attendees for the same event.

  • Event and ticket restrictions - Here is where you can select which entries and tickets are available to book using this pass:

💡 To note: You may have multiple entries or tickets with the same name, in which case you must choose all that are applicable. The next upcoming date and time are shown next to each entry to help identify the separate entries:

You can read about best practices for usage restrictions and tagging entries here.

  • Timeframe for use - Here you can set when your bookers can use their pass:

    • No restriction - no time limit for using the pass

    • Fixed period - the pass will be available to book events that occur within this set period only.

    • Fixed period from first use - the pass will be available for a fixed number of days starting from the first ticket booked with the pass.

  • Availability - Here you can set the Total passes available to purchase, perfect for a limited offer, leave blank for no limit. And you can set When will the pass be available for purchase? This is when the pass appears on your public pages for your bookers to purchase, leave blank for no restriction.

Finally, when you are ready to make this offer public, make sure you set the slider to Published (green), then select Save changes:


Changing, unpublishing or deleting your pass offer

  • If you change the timeframe for use, the number of uses or restrictions of an existing pass, those changes will affect bookers who have already purchased this pass. 

  • If you wish to take it off sale, you can use the 'published' slider to unpublish a pass. Bookers who have previously purchased this pass can still redeem their remaining uses.

  • If you choose to delete your pass offer entirely, it will no longer be on sale and bookers who previously purchased the pass will no longer be able to use it.

  • Suppose you wish to make changes to the individual bookers' passes, like editing the number of uses and the expiry date or revoking the pass completely. In that case, you can do that by going to the booker record (Customers tab); you can read how to do so here.


How bookers buy a pass

There are two places on your public page where bookers can buy a pass:

  • Using the PASSES tab below your banner image:

💡 To note: This tab will only show if a valid pass is for sale that is redeemable against tickets on this particular public page.

  • If there's a valid pass for sale, it will also show below any redeemable ticket.


When your booker subsequently books a valid ticket using the email address they purchased the pass with, the cost will be automatically deducted, along with a use from the pass.

Help for your customers

We provide helpful documentation to share with your bookers about how to purchase and how to manage/cancel passes.

Buying a pass on behalf of a customer

It is also possible to book a pass as an administrator on behalf of a customer. Just make sure you specify the booker's email under 'Booker contact email' when
making the booking. 


Pass cancellation behaviour

You can decide what happens to a pass use if a booker cancels their booking in your booking options. Here you can choose for the pass use to be returned or not. For more information please see our support article.


Managing purchased Passes

You can view a booker's pass history on their profile page.

Suppose you wish to make changes to the individual bookers' passes, like editing the number of uses and expiry date or revoking the pass completely. In that case, you can go to the booker record (Customers tab). You can read more on how to do so here.


Pass reporting

There are two ways you can generate pass reports.

You can download a report on your passes, including how many passes a booker has purchased, when their pass expires, and how many uses they have remaining.

Head to Sales tools from the left-hand menu; select Passes, then select Download purchased passes report:

Alternatively, you can export your bookers as a CSV from the Customers tab. From here, you can download a report on how many passes a booker has purchased, when their pass expires, and how many uses they have remaining.

Select the Options button, then Export customers (CSV):

The export will provide three columns:

  1. U = Passes bought

  2. V = Pass uses remaining and

  3. W = Pass expires at

More on pass reporting here.


Restrictions

  • Bookers cannot redeem passes against course tickets or group tickets.

  • A pass cannot be redeemed against a free ticket or ticket with no cost.

  • Bookers must book a minimum of one ticket alongside a pass purchase.

  • The pass does not look at the value of a ticket. If a pass is valid it can be redeemed against a ticket of any value above 0. The pass does not function as a credit.

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Tags: classpass, class, classpasses

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