This guide covers the most common scenarios that come up when you need to manually assign a pass to a customer.
Let's get started!
Who can use this feature?
Any administrative users with admin or restricted-level access.
While all accounts can create passes, memberships and family accounts are features of the Banyan and Redwood Punchpass plans.
How to Assign a Pass to a Customer Account
When assigning a pass to a customer account in Punchpass, navigate to the customer's account, select the "Assign Pass" button, choose the appropriate pass from the list, and save your changes by pressing the Assign Pass button. This ensures the customer has the necessary pass for accessing your services.
Here's how to do this step-by-step!
1. Navigate to the Customer Account
Navigate to the customer account and press the Assign a Pass button.
2. Choose the Pass
You'll see a list of eligible passes to assign. Select the appropriate pass and press Next.
3. Who Is This Pass For? (Family Accounts Only)
Note: If your business supports family accounts (Manage > Settings > Online Reservations), you can create passes and create memberships that can be assigned to an entire family or individuals.
If the customer has children on their account, and the pass is eligible for individuals, you'll assign the pass to someone on the account:
When assigning a family pass, the pass is automatically assigned to the family and you'll see:
For all customer accounts without children and for those businesses not using the Family Accounts feature, the pass is automatically assigned to the customer account:
4. Select the Payment Method
Customers can pay in person when assigning the pass or you can create the pass and collect payment later.
When selecting a payment method, you'll apply discounts and complete the following:
For in-person payments select from the following options:
You can collect payment by cash, check, etc.
And if Stripe is connected to your account, you can enter a payment method right then and there.
To collect payment at a later time, mark payment as not received:
For how the customer is paying: Select the option for "Cash, check, etc."
And make sure the option "we have received payment for this pass" is NOT selected.
5. Apply the Pass to any Existing Attendances
If a customer has attendances with no pass assigned, you have the option to select those attendances and assign them to this pass.
6. Press the "Assign Pass" Button or "Assign Pass Then Edit It" Button
Pressing the Assign Pass button immediately places the pass on the customer account.
Will you need to edit the number of credits, expiration date, etc.?
Clicking the Assign Pass then Edit It button allows you to edit the pass details, such as the pass dates and payment amounts as a next step after assigning the pass.
Regardless of your choice, you can always edit a pass by visiting the customer account.
7. Collect Payment
Now it's time to address the options for collecting payment (see below)!
How to Assign 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 or ticket by clicking on the No Pass! Assign One button.
From the Assign a Pass pop-up, click on Assign a NEW pass to [customer name] to assign a pass.
You'll see a list of eligible passes to assign. Select the appropriate pass and press Next.
Now it's time to address the options for collecting payment (see below)!
Options for Collecting Payment when Assigning a Pass
Tips for Assigning a Sliding-Scale Pass
When assigning a sliding-scale pass to a customer, you'll have the option of selecting the amount. Select the amount (or the closest amount) and press Next.
If the desired price is not listed in the dropdown, when completing the pass assignment details for payment:
Make sure to indicate that payment has not been received for the pass,
Then select the Assign Pass Then Edit It button.
You'll then be able to edit the price. Press Save.
Frequently Asked Questions
I have a customer who purchased a pass and would like to move to a membership, what do I do?
Happy to help!
1. From the customer account, edit the pass to set it to be expired (so it's no longer available).
2. Assign the customer the membership without adding a credit card (mark it as paid by Other for easy access), then provide them the link to add their payment information for the next pay period to charge them via Stripe.
Here's more information on changing a membership payment method to Stripe