New Feature Alert! Starting July 2024, customers can purchase individual or family passes and memberships. You have the option to decide within the pass settings.
For those businesses already using the family accounts feature (optional):
All existing passes will automatically be designated as eligible for families (a customer and any children on their account). Please review your pass settings to make any changes (Manage > Passes).
Passes are one-time payments and give your customers access for a defined time frame and/or a certain number of visits.
Who can use this feature?
Access to defining passes requires admin-level access to Punchpass.
All accounts can create passes, but defining family passes is a feature of Banyan and Redwood Punchpass plans.
Preparation
If you plan on selling your passes online, please make sure to follow our guide to setting up payment options with Stripe and/or getting started with Square according to your Punchpass plan.
A Step-by-Step Guide to Creating a Pass
Let's dive in! You'll set up your passes in the same spot where you define your other offers.
1. Navigate to the Passes & Memberships page
From Manage > Passes, press the + New Pass button.
2. Create a New Offer
Note: When you create a new pass in Punchpass, it won't be immediately available for sale on your Purchase a Pass page until you adjust the online sales settings.
Fill in the required details:
Pass Name: Give your pass a name; this will appear on the public side of Punchpass.
Pass Description (optional): Provide the details for your pass. You're welcome to embed photos and videos within the description. This will appear on the public side of Punchpass.
Pass Assignment*: Who can use this pass? A person or a family.
A family is considered a customer and any children on their account.
Pass Details: Define how someone will use this pass.
Pass Type: Punchcard or Unlimited pass.
Number of Credits/Visits: Specify the number of visits this pass allows.
Price: Set the price for the pass.
Pass Length: Set an expiration period for the pass (e.g., 30 days, 6 months)
* Pass Assignment is a feature of Family Accounts.
Advanced Settings:
You also will define when the pass becomes active for use and the system calculates the expiration date.
Pass Active Date: A pass can become active at the time of purchase or active on a specific date.
Expiration Date Determination: When selecting the pass length, if you choose a time-based pass, you have options on how the system determines the expiration date.
Choose the option to "set expiration date when assigned to the customer," if you'd like the pass expiration date to be determined at the time of purchase.
Choose the option to "set expiration date after first use," if you'd prefer the expiration date to be determined when the pass is first applied to an attendance.
Send a Pass Ending Soon Reminder (optional): For time-based passes with lengths greater than a day, the system can automatically notify customers when there are two punches left or the pass is nearing its expiration date, whichever occurs first.
3. Define the Online Sales Settings
Before you're ready to go live with a pass, you'll also want to review the Online Sales Settings. Press Next when you're ready to save your pass.
Sell online in Punchpass: With this setting turned on, your pass will be visible on the Purchase a Pass page.
Who can view the pass: Choose from all customers or logged-in customers only. Logged-in customers are those who have created an account.
Who can purchase the pass: Choose from all customers or logged-in customers only.
Purchase limits for Stripe (optional):
Limit to one purchase per customer.
Limit to new customers only.
How many of these passes can be issued (optional): If you'd like to limit the total number of sales, select an option.
New customers are people who haven't made a reservation or purchased a pass.
If students purchase the pass before making the reservation or buying another pass, they won't encounter any conflicts, but if they book a class before purchasing, they won't be able to purchase the pass.
4. Select the Eligible Classes
When creating a new pass, you'll need to select which classes are eligible for a class. These can be changed at any time. To change the eligible classes after a pass has been created, please see this guide.
Select the eligible classes and press Save.
5. Save Your Pass
Once the classes are selected, click Save.
Review Your Online Passes on the Purchase a Pass Page
After you've created your passes, all passes set for sale online can be viewed on the public Purchase a Pass page.
Note: Not seeing the Purchase a Pass page? Please review your Online Payment settings (Manage > Settings > Online Payments). Learn more about selling online in Punchpass
You'll find your Purchase a Pass page at:
https://[yourstudio].punchpass.com/passes
Examples of Passes You Can Create
Want to create a content-only pass? Interested in what settings to use for a sliding-scale pass? With Punchpass you have the flexibility of creating many different pass types.
We have detailed examples of how to create different types of passes in this guide
How Customers Buy a Pass
With Punchpass your customers can purchase offers online using Stripe integration or purchase an offer through Square.
If you prefer to accept payments in person, via cash, bank transfer, or another method, we have you covered. You can also accept payments in person with Stripe.
If you're looking for information on how to set up a free pass, check out this guide.
Where to direct your customers to purchase a pass
Send them to the Purchase a Pass page. The direct link to your purchase a pass page will be:
https://[yourstudio].punchpass.com/passes
Share and send direct links to a specific offer. Each offer for purchase has a direct sales link you can copy and share.
Admins can also manually assign customers a pass, a membership, or a ticket offer.
Here's an example of what your Purchase a Pass page might look like:
Share Links to Unlisted Passes
From the admin-side of Punchpass, each pass has a direct payment link you can share.
From Manage > Passes, select the offer, and you'll see the purchase link:
Manually Assign a Pass
You can also manually assign a pass to a customer and collect payment using another source. Learn more about assigning a pass.
From a customer account, select the Assign Pass button.
How Customers Can See Their Passes
When your customers sign into Punchpass, they can view their active passes by clicking the My Active Passes button.
Clicking the My Reservations button, opens a pop-up with all their upcoming class details, including online class links.
Discontinuing a Pass
After you have used Punchpass for a while you start to have Passes that you no longer offer and a few options for preventing pass sales.
To prevent any future sales, you can archive passes and memberships. This will remove the offer from the Purchase a Pass page and also prevent sales through the direct purchase link. Customers with the active pass on their accounts will be able to continue to use it.
Note: If you haven't assigned the pass to any customers then you will see the option to delete it to remove the pass from the system.
To archive a pass, click on Manage > Passes, select the Pass, click the Actions dropdown and select Archive:
Disabling pass purchases. Think of this as an emergency stop. This setting stops the online sale of any specific pass through the Purchase a Pass page and the direct purchase link, but will continue to allow paylinks for invoiced passes.
A good example of using this would be if you discover someone sharing the direct purchase link to a pass on social media and you want to stop people from purchasing, but not block those customers who have been invoiced.
Frequently Asked Questions
How can I add or edit the text that appears at the top of the Purchase a Pass page?
Visit Manage > Settings > Online Payments, and you'll find a text field where you can customize the messaging that appears at the top of the Purchase a Pass page.
