Passes

The Passes page is where you sell passes families pay for up front and spend one session at a time — a punch-card pack of a fixed number of sessions, or an unlimited period pass for a set number of days. It's separate from any one program's own page because a pass can be spendable across every program in your organisation. You'll find it under Facilities & programs → Passes.

Who can use this

Passes are a Pro plan feature, part of the Programs module. Club administrators always have access; moderators need the Manage programs permission (programs.manage). Families buy passes and spend them from your public site. A pass is held by an account, so buying and spending both need the family to be signed in — there's no way to buy one as a guest.

What's on the page

• Pass types: every pass you sell, its kind (punch card or period), price, and — for a punch card — how many sessions it's worth.
• Passes sold: every pass a family currently holds, its type, its live balance and its status (started, awaiting payment, confirmed, cancelled, refunded or failed).

Step by step

Create a pass type

1. Click Add a pass type and give it a name families will recognise — "10-Class Punch Card", "30-Day Unlimited".
2. Choose its kind:
   • Punch card — a fixed number of sessions (uses), spent one at a time.
   • Period — unlimited for a number of days from the moment it's bought.
3. Set its price (0 is a genuinely free pass, confirmed instantly with no checkout step).
4. Choose its program: leave it blank to make the pass spendable on any program in your organisation, or pick one program to scope it there alone — useful when a pass should pay for one class only and not a completely different clinic.
5. Save. The pass type is now on sale from every eligible program's public page.

What families see

1. At checkout for a casual or trial session, a signed-in family holding a spendable pass for that program sees the option to pay with it instead of a card.
2. A punch card loses one use per session spent; a period pass loses nothing — it just needs to still be inside its date window.
3. A pass never pays for a term enrolment, only single casual or trial sessions — a term enrolment already holds every session of its own program, so there's nothing left for a punch to buy.

Track balances

1. The Passes sold list shows every pass, its holder's balance and its status, so you can see at a glance who's running low or who's due to expire.
2. A pass that's spent out or past its date window stays on the list with a zero or expired reading — it's never deleted, so it stays a record of what was sold.

Field reference

• Kind — Punch card (uses_total sessions, spends down to zero) or Period (unlimited for valid_days days, never spends).
• Price — what the pass costs to buy. 0 is a free pass, confirmed with no checkout.
• Program — blank means spendable anywhere in your organisation; a chosen program scopes the pass to that program only.
• Options it covers — leave every option unticked and the pass works on all of them, which is what you want unless you have a reason not to. Tick some and the pass works only on those, so a ten-session card for the full session can't quietly be spent on a cheaper Lesson Only place. This is fixed when the pass is bought: changing it later affects new passes, never ones people already hold.
• Balance — for a punch card, sessions left out of the total bought. For a period pass, there's no balance to show — it's either inside or outside its date window.
• Transferable — on by default. Leave it on and a family can move a pass to another family member themselves, which is what you want when a parent buys for one child and the other one ends up going. Turn it off and only you can move it. Either way, moving a pass to a different ACCOUNT is always yours to do, never theirs — that hands over something already paid for.
• Status — the pass's own ORDER status (started, awaiting payment, confirmed, cancelled, refunded, failed) — separate from whether it can currently be spent, which also depends on its balance and date window.

Tips & FAQ

• Can a pass pay for a whole term? No — a pass pays for a single casual or trial session only, never a term enrolment.
• What happens to an unused session on a punch card? It stays on the pass until spent or the pass expires — there's no separate expiry date for a punch card unless you set one, and passes don't automatically refund unused value.
• Does a pass punch come back if a family withdraws from a session? Yes, always — a punch is an entitlement already paid for, so it's returned regardless of the program's self-withdrawal outcome. See the Programs page for self-withdrawal.
• Can somebody spend a pass for a different child than it was bought for? No — a pass is bought for one named participant and can only be spent for them.
• Can a family use a pass at a program it isn't scoped to? No — a pass scoped to one program refuses everywhere else; only a pass with no program set spends anywhere in your organisation.
• A family bought a pass for the wrong child. Can they fix it themselves? Yes, if the pass type is transferable — they'll find it on their account under My passes, and the balance moves with it. Every move is recorded, so you can see who changed what.
• Can I give somebody else's pass to a different family? Yes, but only you can — from the Passes page, by their email address. The family cannot do that themselves, deliberately: it hands over something that has already been paid for.
• Can a pass be limited to certain options within a session? Yes. If a program has priced options (bands), tick the ones a pass covers and it will be refused on the others, with a message saying what it is good for. Leave them all unticked — the default — and it covers every option.
• We changed which options a pass covers. What about the ones already sold? They keep the options they were sold with. Passes people are holding never change under them, so somebody who bought a card for full sessions still has one.