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Passes

Passes allow a member to purchase access to a session for either a set number of sessions, a fixed duration, or both. You can choose which sessions the Pass is valid for, and set the passes to allow as default when creating a new session.

You can allow a member to opt to auto-renew a pass when it expires, similar to their membership. You can also manually assign a Pass to a member the Pass overview page in the Admin area.

Passes support Discount Codes which can be issues to give a full or partial discount against the cost of the Pass. For more information, please refer to the Discount Codes Documentation.

Viewing Pass Reports​

To view a report of who has purchased a Pass visit, Admin > Passes > Passes and select the Pass you want to view from the list.

From here you can view who has purchased the pass, how many uses are remaining, when it expires and if it's set to auto-renew. You can also filter the list by active and expired or search by name. This report can be filtered by data and exported to xml or csv.

Creating a Pass​

Creating a Pass requires the Manage Passes or System Administrator permission. You can create a Pass in the Admin area at Admin > Passes > Add a Pass.

See below for a description of each option:

General​

Name A meaningful name for the Pass.

Description Additional details about the pass shown on the Pass page on the website. You can provide details about what the Pass gives access to and its validity.

Allow Auto Renew? Sets if a member can opt to automatically renew their Pass when it expires.

Visible? Sets if the Pass will be shown on the Pass page on the website.

Membership Required? When enabled, a member must have a Membership Status of Active to purchase the Pass.

Pass Validity​

Fixed Duration/Fixed Dates Sets the duration the Pass is valid for:

  • Fixed Duration: Allows you to set how long the Pass is valid for from the date of purchase. If you don't want to put an expiry date on a Pass, simply set the Valid For setting to 0.
  • Fixed Dates: Sets the Pass to be valid between the configured dates, regardless of when the Pass is purchased. This can be useful for annual passes where the expire at a set date.

Valid For (Fixed Duration only) Sets the duration the pass is valid for, from the date of purchase. When set to 0 the Pass will not have an expiry date.

Start/End Date (Fixed Dates only) Sets dates the Pass will be valid between, regardless of the date the package is purchased.

Number of Sessions Sets the number of sessions the Pass is valid for. If set to 0 there is no limit.

Usage Limits​

Usage Limit Type Optional time-based usage restrictions that limit how often a pass can be used within specific periods. This is useful for controlling frequency of use while still allowing the total number of sessions. Available options are:

  • Daily: Limits how many times the pass can be used per day
  • Weekly: Limits how many times the pass can be used per week (Monday to Sunday)
  • Monthly: Limits how many times the pass can be used per calendar month

Max Uses Per Period When a Usage Limit Type is selected, this sets the maximum number of times the pass can be used within that time period. For example, if set to "Weekly" with "2" uses per period, members can only book 2 sessions per week using this pass, regardless of how many total uses remain.

Payment Details​

Cost The amount to charge for the Pass.

Pro Rata Cost (Fixed Dates only) When Fixed Dates is selected, you can set the cost to be adjusted on a daily basis based on the number of days left before the Pass expires. You can also set a date to pro rata from and a minimum amount to charge for the Pass.

Pro Rata From Date (Fixed Dates only) Sets the date that pro rata payments commence. The full cost will be charged until this date.

Minimum Cost (Fixed Dates only) The minimum amount to charge for a Pass when pro rata is enabled.

Access Control​

Require Code? When enabled, a discount code will be required to purchase this pass. This allows you to create private or restricted passes that are only available to members who have the access code.

Archived When archived, the Pass will no longer be shown in reports or be available for selection. Use this to retire old passes while maintaining historical data.

Terms​

Terms You can provide terms and conditions of purchase of the Pass. These will need to be accepted before purchase is allowed.

Using Passes with Sessions​

When creating or editing a session, you can control which passes are accepted for payment:

  1. In the session's Bookings section, enable the Pass payment method
  2. Select which specific passes are allowed for this session type
  3. Members will only be able to use passes that are both valid and allowed for that session

The system automatically checks pass validity when members attempt to book, including:

  • Whether the pass has expired
  • If there are remaining uses on the pass
  • Whether usage limits (daily/weekly/monthly) have been reached
  • If the member has sufficient permissions

Member Pass Management​

Members can view their active and expired passes in their account area at Account > Passes. For each pass, they can see:

  • Usage Progress: Visual progress bar showing how many sessions have been used
  • Usage Limits: Current availability status (e.g., "Available now" or "Daily limit reached")
  • Expiry Information: When the pass expires and days remaining
  • Auto-renewal Status: Whether the pass will automatically renew

The system provides clear visual indicators:

  • Green status: Pass is available for immediate use
  • Yellow warning: Usage limit reached for current period, but pass is not expired
  • Red indicators: Pass is expired or has no remaining uses

Pass Validation Logic​

The system uses sophisticated validation to determine pass availability:

Expiry Checks​

  • Total Usage: Whether all allowed sessions have been consumed
  • Date Expiry: Whether the pass has passed its expiration date
  • Enabled Status: Whether the pass is still active

Usage Limit Checks​

  • Daily Limits: Checked against the current day
  • Weekly Limits: Checked against the current week (Monday to Sunday)
  • Monthly Limits: Checked against the current calendar month

This dual-validation system means a pass might be temporarily unavailable due to usage limits but still valid for future use, or permanently unavailable due to expiry.

Offering a Free Trial​

A great use case for Passes is to use them for a free trial. Many clubs allow prospective members to come along for a set number of sessions before they join.

You can create a Pass to provide these sessions by creating a Free Trial pass, configuring it for the required number of sessions and/or duration, and setting the price to £0. You can then manually assign the Pass to the member after they've registered on your ClubPal site, allowing them to book on to sessions.

Advanced Pass Scenarios​

Membership-Style Passes​

Create passes with unlimited sessions but daily/weekly limits to simulate membership behavior:

  • Unlimited sessions (set Number of Sessions to 0)
  • Weekly limit of 3-5 sessions
  • Monthly or yearly expiry

Beginner Packages​

Design passes perfect for new members:

  • 8-10 total sessions to try different classes
  • Daily limit of 1 to pace learning
  • 3-month expiry to encourage regular attendance

Premium Access​

Create exclusive passes with flexible usage:

  • High session count (20-50 sessions)
  • Higher daily limits (2-3 sessions)
  • Extended validity (6-12 months)
  • Require membership for existing members only