Feature Update as of Oct 2024:
"Audit Log" link added to the Passes section on the customer profile page.
Feature Update as of June 2024:
Setup
Pass Type
Click the arrow to learn more
Click the arrow to learn more
Create your Pass by starting to type "passes" in the global search box or by clicking on the Settings button in the upper right hand corner. On the left hand side, select the Products section and then press "Passes".
Click + Button to create a new Pass Type.
Name your Pass (keep in mind that your pass name will appear to your customers so have it make sense).
Type in the quantities you want to offer your customers. Separate by commas for multiple pass options.(ex. 5, 10, 50)
Search for the pass product the customer will be purchasing.
Note: This product should be set up ahead of time with it's own GL Code for tracking purposes to report the Unearned vs Earned revenue.
Choose your Discount Amount and Discount Type (percentage or dollar amount).
If you would like the pass to expire, you can enter the days left until your pass expires. If you choose to not have an expiration, leave empty or enter "0".
For Month(s), pick a the number of months or specific date for however many months out.
For Year(s), you can either pick the number of years, pick a date or day and month that the membership will expire.
If you choose the 31st as the "Expires On" date, then the membership will use the maximum number of days in that month.
Passes can be available to specific locations in the system if your account has multiple locations listed. By default, they will be applied to "All Locations"
Choose whether you want this pass active or inactive.
Passes can be sold through Recreation online if you choose. Switch the toggle if you want to allow your customers to purchase or renew passes online.
If you would like to have customers to use their pass to be able to check in via the Checkin Kiosk, switch that toggle on.
Click "Save new Pass Type".
Redeemable Products
From the Pass Type settings page click the + button
Enter a products that can be used to redeem the pass
Click "Add Redeemable Product"
Repeat steps 1-3 to add all redeemable products
How It Looks
Pass Purchase
Go to the customer profile page that will be purchasing the Pass. On the right hand side of the page, you will see the section for Passes. Click New.
Choose the quantity or units the customer would like to purchase and press the shopping cart icon when finished.
Proceed to checkout.
Pass Redemption
Click the arrow to learn more
Click the arrow to learn more
When the customer is ready to use their Pass, you will begin to ring up the qualifying product in your shopping cart.
Note: This product must be listed in the Pass set-up page.
If the customer has a pass on their account, you will see a prompt in the cart asking if you would like to use your pass towards the purchase.
The "parent" account will display all of their "children's" passes listed in the pass section. Also if you are on a child's account, you can see if the parent has any passes.
If another family member needs to pay for example, and if they have a qualifying Pass, you will be prompted to use their Pass in the shopping cart. The only exception will be siblings. Siblings cannot view other siblings passes automatically. If you search for that sibling and invoice them to the shopping cart, you can use their pass.
Customer Profile Page
Passes will appear on the Admin side's customer profile page. Each pass will be listed along with the customer the pass was purchased for, the quantity remaining, expiration date (if applicable), and an option to Refill the pass. Furthermore, if there is an "Redeemable Product" in the shopping cart, the pass has a "Use" button to apply the pass to the cart.
Audit Log Link
This is one of the new features mentioned at the top of this article.
Easily view any changes made to a customer's pass by clicking on the "Audit Log" link listed under each pass.
Show Inactive Toggle
This is the "Show Inactive Toggle" change notated at the top of this article.
By default, passes that are expired and/or have no more uses left are hidden. If you would like to view these, click the "show inactive" toggle.
Deleting a Pass
This is the "Delete Passes" change notated at the top of this article.
When a User has the permission "Delete Membership/Pass" assigned to their role, they have the ability to delete an inactive pass from the customers profile.
Once you press the delete button, you will get a confirmation pop up to make sure you know what you are doing before it deletes the pass.
Pass Renewal (Member App)
If a customer would like to purchase more of their Passes, this can be done on their profile page by clicking the "Refill" button In the Pass section.
Customers can also refill or buy passes Online if you have the pass set to be available online.
