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Must know
  • Go to Settings > Registration > Passes and click Create Pass. Only Pass Name and Price are required.
  • Turn off Available for purchase online to keep the pass off your club website. Staff can still give it with Issue pass or a manual invoice.
  • Set waivers and purchase conditions on the pass’s Requirements tab after you save. The pass’s settings have no GL Code field, so choose it when you create the pass.
  • Passes are a plan feature, off by default, and creating one needs the Create Training permission.
1

Open Passes

Go to Settings > Registration > Passes. Click Create Pass (page header or empty state).
2

Name and describe the pass

Enter a Pass Name (for example, “Monthly All-Access”). Description and Pass Image are optional.
3

Set online availability

Available for purchase online starts on. Turn it off to keep the pass admin-assigned: it’s hidden from your website, and checkout won’t accept it.
4

Set price and billing period

Enter a Price ($0.00 is allowed, negative isn’t) and a Billing Period: Per Month (selected to start), Per Year, or One-time.
5

Choose the pass type

Pick Unlimited pass (selected to start) or Credit pass (limited uses), which needs at least 1 in Credits.
6

Add custom questions (if turned on)

If Custom Information is on, a Custom Questions switch appears: pick active questions answered about Each purchased item (separate answers), asked once for each pass bought, before payment. Turning it on needs at least one question picked.
7

Add a gender restriction (optional)

Turn on Gender Restriction and select the allowed genders. Checkout only accepts the pass for an athlete whose gender you allowed.
8

Choose a GL code

If your club has a default GL Code for passes, it’s already filled in. Pick a different revenue code to override it, or leave No GL code (uses default). Click Create Pass.
What happens next. Saving closes the panel, shows a Pass created message, and refreshes your list. If saving fails, the panel stays open so you can fix it. The pass starts Active and appears on your club website right away if it’s available online and the public Passes page is on. Open it and set waivers and purchase conditions on its Requirements tab before you sell it; see How do I require a waiver or other conditions before someone buys a pass?. You can’t change the GL Code from the pass’s Manage panel later, but Ask Hero can. Billing and renewal. Monthly and yearly passes charge full price at checkout, with no proration. A monthly pass renews on your club’s monthly billing day if you set one, otherwise one month after purchase; a yearly pass renews on its purchase anniversary. One-time passes never renew. See What happens when a recurring pass renews?. Giving a pass without a sale. For a pass you don’t sell online, use Issue pass on the pass’s Family holdings tab to give a family the pass at no charge, with no invoice or auto-renew. It needs Edit Training and View Families, and only works on an Active pass. Staff can also add the pass to a manual invoice. See How do I give a family a pass at no charge?. Related: What’s the difference between unlimited and credit passes? · How do I require a waiver or other conditions before someone buys a pass? · How do I give a family a pass at no charge? · How do I sell passes on my website?