Digital session passes

An online session pass offers extra benefits for your club or association. The reservation system makes it easy to organise classes with limited capacity. You can set the exact number of places, cancellation options and when reservations open.
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Configuration

How do session passes work?

Before setting up session passes, it helps to understand how they work.

A session pass is essentially prepaid credit on a member’s account. It is used for attendance and reservations. When a member attends or reserves a class, an amount set by the club is deducted from the pass. The amount can differ by class, so a Zumba class can cost less than a Pilates class.

There are no physical cards. The balance is kept in each member’s account and has an expiry date set by the club. You can offer different session passes with different prices, credit values and validity periods.
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Enable session passes

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After enabling session passes, reload the page to access the Session Passes menu.
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Create session passes

Session pass settings
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Members can buy a session pass on your club’s registration page. Enable the first option to offer this.
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Enable the second option if members may use a session pass before paying for it.

You can also make session pass credit available for registrations, allowing members to use it to pay for activities, webshop items or tickets.
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Session pass prices
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You can set preset top-up prices so users can choose how much credit to add to their session pass. As an administrator, you can also top up a pass manually with an amount of your choice. Its validity period is a global setting you can configure.
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To let members buy and top up session passes on the public page, set at least one session pass price. The purchase price and credit value may differ. For example, you can set the credit value below the purchase price to cover costs such as insurance, or above it to offer a discount.
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Example:
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10-session pass = €100 purchase price and €100 credit
20-session pass = €200 purchase price and €220 credit
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That gives two free sessions with a 20-session pass.
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To add a price option, click Add price and enter:

1. Description (visible to users on the public page)

2. Session pass price

3. Session pass credit value (which may differ from the price, as above)

4. Sales period

5. Validity period (how long the pass remains valid after purchase).
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Notifications
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You can notify members when their session pass balance falls below a set amount. Choose the threshold and the notification message.

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Activities with session passes

Enable this option to allow session passes for the activity.
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Set the price per session. This amount is deducted from the member’s account balance.
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How many session pass reservations do you allow?
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For example:
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Suppose you plan a Zumba class with 10 places for session pass users and 10 for subscribers (set on the General tab under Capacity). If a class accepts only session passes, you do not need to set a capacity limit on the General tab.

An administrator or instructor can exceed this limit when recording attendance and registering session pass users just before or during the class.

You can set how many days in advance members may reserve and how many hours before a session they may cancel.

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Using a session pass

How can members use their session pass?

Members select the course they want to reserve, click Reserve and choose the class date they want to attend.

Members who do not yet have a session pass will be asked to buy one.

Members can cancel in a similar way. The club sets the cancellation deadline. If cancellation is no longer possible, they should contact the club.
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You can share the following guide with members to explain how to use their session pass.

Guide for members

Record session pass uses manually as a club

As well as asking members to reserve in advance, you can record session pass users on site while taking attendance.

By default, only club administrators can do this. You will not see the option without the required permission.

A Record session pass button then appears next to the attendance list, on your dashboard or under Attendance for a course.
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In the next window, enter the person’s name, click Register and confirm.
The person will then appear in the attendance list.

Cancel reservations as a club

Cancellation with refund: To restore a session to a customer’s pass, click the purple arrow next to the payment status.
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Cancellation without refund: If a customer cancels too late and the club does not want to refund the session, uncheck the person as “present” in the attendance list. The person responsible can then see that they reserved but did not attend.

Top up session passes as an administrator

This page lists recent top-up transactions and lets you add credit to a pass.

Search for the person whose pass you want to top up, even if they are not yet in the system.

If the person is not listed, add a new user in the bottom right.

Then top up the pass. Choose a preset price (configured under Session Passes > Settings) or enter a custom amount.
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Indicate whether payment for the pass has already been received. If so, choose how it was paid.

Withdraw credit and extend session passes

This menu shows which members have bought a session pass.

View transactions

Click View transactions to see when credit was deducted from a pass and who performed the transaction.
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Withdraw credit
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To refund someone who no longer uses their session pass, withdraw its credit so the balance becomes zero. Deleting the cost note also resets the balance linked to that cost note to zero.

Extend validity
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To extend a pass before its credit expires, click Extend. A pass may have several top-up transactions, so first select the top-up you want to extend.

Enter the new expiry date. The member will receive an email with the available balance and the new expiry date.

Frequently asked questions about session passes

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