Class Passes

What a Pass Is

Passes are prepaid bundles your customers buy once and spend over time. A pass is either a pack — a set number of visits that spends one credit per booking — or unlimited for a term, with no counter and valid until the term ends. A membership that bills every cycle is not a pass; that is a plan under Memberships.

Creating a Pass

Open Settings, choose Passes and then Create a pass. Owners and Admins create passes; the desk sells them. There are three kinds:

• Class pass — a set number of classes, used before a deadline, such as 10 yoga classes over 3 months. Applied automatically when a student books.
• Service pass — a set number of one-to-one sessions. Booking does not deduct a visit; staff apply the pass from the appointment when the client arrives.
• Unlimited pass — unlimited access for a fixed term, bought once. It must have a term.

Choose what it covers: all classes, all services, or specific ones. A pass that covers all classes also covers classes you add later. A standalone pass cannot cover everything you offer — only a membership can. Set the visits included, how many days it is valid for (leave it empty for no expiry), a name, a description and a price. Publish it from the pass detail with On sale online: off the shelf, the desk can still sell it at the counter; on the shelf, customers buy it themselves.

Selling a Pass at the Desk

1. Open the client from Clients, go to Passes and choose Sell a pass.
2. Pick a pass from your price list, or a One-off pass that is not on the list and covers everything you offer.
3. Apply a discount if agreed — none, a percentage or an amount. A reason is required whenever a pass is sold below its price.
4. Choose how it is paid: Cash, Credit card, Debit card, Bank transfer or To collect.
5. Choose Take payment. Submitting twice is safe; a repeat is recognised and no second payment is taken.

Clients who already held a pass before you used EasyBook can be recorded with Record an existing pass: enter when it started, the visits already used and when it expires. No payment is recorded.

Requests From Customers

When a customer asks for a pass in the customer app, the request appears in Finances under Passes on the Requests tab. Accept holds the pass for the customer and it stays owed until the desk takes the money; you are then asked whether to collect payment now. Decline requires a reason, which the customer sees. Requests move through Waiting, Accepted, Paid, Declined and Expired.

Using and Tracking Passes

On a class roster row, Use pass spends a credit for that seat. In the till, choose Pass as the tender and pick which pass; you will see No usable passes when none fits. Take payment for this class on a roster sells a one-class pass at the amount you take and spends it on that seat immediately.

Each client's passes show remaining visits, expiry and how often they have been used. The register in Finances under Passes on the Issued tab lists every holder with Status, Pass, Venue and Running out filters; dated passes come first, then packs running low on visits.

Cancelling and Retiring

• Cancel pass returns the unused value and stops the pass being spent again.
• Statutory withdrawal, within 14 days of an online sale, returns everything the pass did not supply regardless of your refund policy. Owners and Admins only.
• Deleting a pass that has been sold archives it instead: it comes off sale and every pass already sold keeps working to its own expiry.