Must know
- Punches are never deleted. Adjustments, end-date changes and cancellations are recorded as their own history entries, each with a required reason.
- Cancelling a card removes its unused punches and cannot be undone. For a purchased card, you choose whether to refund the unused value to account credit or the original payment method.
- Adjusting, changing the end date and cancelling need Edit Financials. Recording a walk-in punch needs Edit Families.
- Punch Cards is a plan feature. If you don’t see it, check Settings > Organization > Features to see whether your plan includes it.
Find an issued card. On Financials > Punch Cards, click a card type. Its page shows the price, punches, expiry, billing and an Active or Inactive badge, with tiles for Cards issued, Active cards, Expiring soon, Punches outstanding and Revenue (“Cards bought, not granted”). The Issued cards table lists Family owner, Card, Punches used, Status, Source, Issued and Ends. Search by card id or holder, or filter by status, source and issue date. Click a row to open the card.
From the family. Under Athletes > Guardians, open the guardian’s Punch Cards tab and click a card to expand its Punch history and actions.
Record a walk-in punch. For a visit with no registration behind it, expand an active card with punches left on the guardian’s Punch Cards tab and click Record punch. Pick the Athlete, optionally a Program and Drop-in session, and the Date and time. Punches starts at 1, or at the program’s punch price if it has one. Then click Record punch.
Adjust the punch balance. Click Adjust balance (Adjust punch balance on the guardian tab), set Punches remaining (0 up to the card’s original punches), give a Reason and click Save adjustment. It doesn’t work on an expired, cancelled or archived card. For an expired card, change the end date first.
Change the end date. Click Edit end date, pick an End date (or Clear end date so the card never expires), give a Reason and click Save end date. Punches stay usable through that day, in your club’s time zone. A later date revives an expired card but adds no punches back.
Cancel a card. Click Cancel card, give a Reason, and confirm with Cancel card (Keep card backs out). The unused punches are removed and any recurring re-purchase stops. History is kept, and there is no undo. For a purchased card, you can tick Refund the unused value and choose Account credit (added to the family’s balance) or Original payment method. A granted card has nothing to refund. A refund to the original payment method over your club’s daily refund limit is held for review.
Delete or retire a card type. In the type’s row menu, Delete removes a type with no cards issued for good. Once cards exist, it becomes Retire, which hides the type from the store and staff instead. Deactivate also turns a type off.
When families can still spend those cards. Deactivate and Retire open Retire [name]? instead of saving. Choose Keep honouring the outstanding cards (recommended), so only new sales stop, or Expire the outstanding cards, which takes away unspent punches after the Last day the cards can be used (leave it empty to expire them now). Only expiring now offers Refund the unused value of purchased cards. Granted cards get no money back. Click Retire punch card type to confirm. A summary then shows what happened to each card.
Enrollments paid with punches. Cancelling one refunds no money: the Cancel enrollment? dialog offers Return [N] punches to [card] instead.
Related: How do I create and sell punch cards? · What is the $1,000 daily refund limit? · How do I cancel an enrollment and refund it in one step? · How do I buy and use a punch card?