Managing Passes

Overview

Passes let clients buy a bundle of classes or credit upfront - normally at a discounted rate. They're one of the most effective ways to build loyalty and smooth out your revenue - clients who've bought a pass are much more likely to keep coming back.

HeyBookMe supports two types of pass:

• Class passes - a fixed number of classes (e.g. a 5-class pack or 10-class pack). Each booking redeems one class regardless of the session price.
• Credit passes - a balance of credit (e.g. a £100 pass) that is reduced per booking based on the session price being booked.

Creating a pass type

1. Go to Promotions > Passes
2. Click "Add pass".
3. Enter a name. This is what clients see when choosing a pass, e.g. "5-Class Pack" or "Monthly Unlimited Credits".
4. Enter a description. This is shown to customers when choosing a pass. Use it to explain the pass and sell its value to the customer. You can also provide an image which will be used to advertise the pass.
5. Set the price. This is what clients pay to purchase the pass.
6. Choose the pass type - Class pass or Credit pass.
7. Set the value. For class passes, enter the number of classes included. For credit passes, enter the total value.
8. Set the validity period. Enter how long the pass is valid for from the date of purchase. For example, 56 days for an 8-week pass. Note: The class being booked must be within the validity period, not just the date of booking.
9. Set an end date. This is the last date that the pass itself will be available for purchase, great for time-limited special offers. After the end date the pass will no longer be advertised and won't be available for purchase.
10. Optionally set a once-per-customer limit. Useful if you want to restrict a new-client introductory offer to one per person.
11. Choose which classes the pass can be used for. You can make it valid for all classes or restrict it to specific ones, or even specific schedules of a class.
12. Click "Create pass". The pass will appear on your booking page immediately.

Enabling and disabling passes

From Promotions > Passes, you can end any pass by using the "End now" button. Alternatively, you can edit the pass and set and end-date if you decide you want it to become unavailable at a set time in the future. A disabled pass is hidden from your booking page and cannot be purchased, but any existing purchases remain valid until they expire.

Editing a pass

You can edit the name, price, validity period and class restrictions of any pass type. Changes will affect all existing pass purchases, so in most cases you'll probably want to just end the existing pass as-is, and create a new pass with the amended settings so that it only affects new purchases going forward.

Common questions