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Sell and manage class passes

Learn the ways you can sell a class pass, how customers use it, and how to manage, edit or delete passes from your Dashboard.

Once your class pass is set up, customers can buy it online through your booking widget or in person at your centre. This guide covers the ways you can sell a pass, how customers use it, and how to look after a customer's pass from your Dashboard.

Sell a class pass online

Your class passes appear on your widget's Vouchers & passes page, where customers can buy them in a few clicks. Customers can pay by card or put a credit voucher towards the cost.

If you've ticked 'Hide from public' on a pass, it won't show on your widget and only customers with a direct link can buy it. To get the link, untick 'Hide from public' for a moment, find the pass on your widget and copy the URL from your browser's address bar, then tick 'Hide from public' again. Keep the link somewhere handy so you can share it whenever you need to.

Sell a class pass at the desk

  1. Click New booking at the top of your Dashboard
  2. Add the customer to the sale. Search for them, or create a new customer if they're not on the system yet
  3. Select 'Add Class Pass' and choose the pass
  4. Take payment as normal

A class pass is always saved to a customer's account, so make sure a customer is added before you take payment.

Issue a class pass without taking payment

If a customer has already paid another way, or you'd like to give a pass as a goodwill gesture, go to Sales -> Class passes -> Issue class pass. Enter the customer's email, choose the pass and the number of redemptions, then save.

How customers use their pass

Each pass has its own code, which customers will find in the email or PDF they received when they bought it. To use it, they go to Vouchers & passes on your widget, select 'I have a voucher or pass' and enter their code. They then book a session in the usual way and the price is covered at checkout.

If a customer would like to use their pass at your centre, you can do the same for them on your widget. [CHECK: confirm whether staff can apply a class pass code through New booking instead]

Manage a customer's class pass

To see every pass that's been bought, go to Sales -> Class passes. Passes are grouped into Active, Used and Expired tabs, with each customer's original redemptions and redemptions remaining. Click a pass to see its code, expiry date and the sessions it's been used on.

  • Change the expiry date: Click Edit Expiration Date
  • Add or remove redemptions: Enter a number under 'Number of redemptions', then click Add redemptions or Remove redemptions. Every change you make is listed on the pass with who made it and when

When you cancel and refund a booking that was paid for with a class pass, the redemption goes back onto the customer's pass.

Edit or delete a class pass

To change a pass, go to Products -> Class passes, click the pass, make your changes and click Save class pass.

To stop selling a pass, click the pass and select 'Delete class pass'. It will no longer be offered on your widget or under New booking. Customers who've already bought it can still use their remaining redemptions until it expires.

Helpful tips:

  • Keep one live version of each pass. If you need a fresh one for a new season, delete the old pass so your team always sells the right one
  • If a customer needs a little more time to use their sessions, extending the expiry date is a quick way to keep them coming back
  • If you delete a pass by mistake, contact our team at help@eola.co and we'll be happy to help

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