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Booking & Guest Passes

Create a Free Event Pass

Give your members a set number of free event entries per week/month. Each time a member joins a qualifying event, one pass is consumed and the fee is waived.

Example: Members get 1 free Open Play session or 1 Free Clinic per week.

Step 1: Create the booking pass

  1. Go to Booking Passes and open the Booking Passes tab.
  2. Click Create Booking Pass (Create Your First Booking Pass if your club has no passes yet).

  1. Enter a Name. Display Name (Optional) and Description are optional.
  2. Under Pass Applies To, choose Event.
  3. Under Redemption Mode, choose Whole Event/Reservation.
  4. Under User Type, choose Pass Holder Only.

  1. To let members share the pass with their family, turn on Can be redeemed by family members.

  1. Under Event Restrictions, check only Open Play (or Clinic, or other Event type). Leave Reservations and other event types unchecked.

Click Create Booking Pass.

Step 2: Add the pass to the membership

Add the pass to the membership so members get their free event entries when the membership starts and again each cycle.

  1. Go to Memberships → Catalog, open the membership and click Edit.
  2. In the Booking passes section, click Add booking pass.
  3. Under Booking pass, pick the pass you created in Step 1.
  4. Set Uses per Cycle to 1.
  5. Set Valid for to 1 Weeks, or turn on Never Expires to let unused passes carry over.
  6. Set Allocate every to 1 Week(s) and choose an Allocation anchor: Renewal date or Calendar date.
  7. Optional: set a Lead Time that matches how far ahead members can book.
  8. Click Confirm, then Save Changes. If the membership already has members, choose New subscribers only or Apply to all subscribers, then click Confirm and Save.

The Booking passes section of a membership with a pass row that shows its uses, validity and allocation schedule

For every field and option, see Give booking passes with a membership.

How It Works for Members

  1. A Gold member joins an Open Play event
  2. The system finds an available free Open Play pass and applies it
  3. The event fee is waived — the pass is consumed
  4. If the member joins another Open Play that same week, they pay full price
  5. Next Monday (or the chosen day), a new pass is allocated automatically

Variations

Multiple event types: If you want the pass to cover both Open Play and Tournaments, check both under Event Restrictions. The pass will apply to either type.

Monthly instead of weekly: On the membership, set Allocate every to 1 Month(s) and Valid for to 1 Months. For example, 2 free Open Play sessions per month.

Key Points

  • Each event entry consumes one pass, regardless of the event's duration
  • The pass only covers the event types you selected — other event types are unaffected
  • Unused passes expire at the end of the week (based on the 1-week validity) unless you turn on Never Expires when you add the pass to the membership
  • Members can see their remaining passes in My Profile → Booking Passes

Creating a Free Court Hours Pass

Give your members a pool of free court hours per month. Instead of counting individual bookings, the pass tracks total time — each reservation deducts its duration from the pool.

Creating a Free Pass for Events with a Specific Tag

Give your members free access to events tagged with a specific category — like a skill level, age group, or program name. Only events with the matching tag are covered.

On this page

Step 1: Create the booking passStep 2: Add the pass to the membershipHow It Works for MembersVariationsKey Points