This guide covers the most common scenarios that come up when you need to manually assign a pass to a customer: assigning the pass and collecting payment when assigning a pass.
Let's get started!
Assigning a Pass
Many common scenarios might result in someone needing a pass.
You have a drop-in attendance and the customer doesn't have a pass.
When taking attendance, you noticed that a customer was flagged as needing a pass or not having a pass.
And perhaps you've been reviewing the Attendances with No Pass Assigned Report (link).
You have a couple of options in Punchpass to assign a pass:
Assign a pass from a customer account.
Assign a pass from the class details page.
Assigning a pass from the customer account
Navigate to the customer account and press the "Assign a Pass" button:
This takes you to the Choose Pass to Assign page, where you'll select the pass to assign and press the Next button to continue.
After pressing the Next button, you'll land on the Assign a Pass page. Now it's time to address collecting payment (see below)!
Assigning a pass from the class details page
After attendance has been taken, customers with Needs Pass flags next to their names will appear with the note, "No Pass! Assign One," next to their names.
You can easily assign them a pass from here too by clicking the "No Pass! Assign One" button.
This opens a pop-up screen where you'll be able to assign a new pass to the customer or assign an existing pass to the attendance.
This takes you to the Choose Pass to Assign page, where you'll select the pass to assign and press the Next button to continue.
If a ticket is available for this class, you'll see that option listed in the dropdown menu too.
After pressing the Next button, you'll land on the Assign a Pass page. Now it's time to address collecting payment (see below)!
Collecting payment when assigning a pass
From the Assign Pass page, you can:
Apply a Discount code, if your wish;
Mark payment by Cash, Check, External Card Reader, or something else (Non-Stripe);
Collect payment by card (Stripe);
Mark a pass as unpaid and then invoice the customer for payment (Stripe). Learn more about Paylinks here!
Assign the pass and then make edits to elements of the pass: price, dates, class credits, etc.
Applying a discount code when assigning a pass
After selecting the pass in the above steps, uncheck the box to indicate that you have received payment and press the "Select a Discount" button. You can accept payment after assigning a pass!
When you press the "Select a Discount" button, this opens a pop-up window of the available discount codes for the pass. Select the applicable discount code and press the "Apply discount" button. Only one discount code can be applied per pass.
The discount code has now been applied to the pass.
Payment options when assigning a pass
Scenario 1: Have you received payment in advance? Indicate how the customer is paying and select the checkbox indicating you have received payment for this pass.
For clients without Stripe connected to their accounts this looks like this:
Scenario 2: If the client is in front of you and they're paying with a card and/or using a payment method accepted by Stripe you'll be prompted to enter their card information.
Step 3: Elect to email them a receipt or not.
Step 4: Press Assign pass.
Scenario 3: You're assigning a pass to a customer and want to send an invoice for payment.
After following the steps above to assign the pass, making any edits to the pass. Please press the "Assign pass" button and visit our article on the Paylinks feature. This guide will walk you through emailing an invoice link for the pass you've just assigned.
https://support.punchpass.com/en/articles/1149564-paylinks-how-to-send-an-invoice-for-payment