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Booking & Guest Passes

Creating a Free Lesson Pass

Give your members free private lessons with a specific coach. You can restrict the pass to a specific coach and a specific service type — so the pass covers "1-hour Private Lesson with Coach Sarah" but not 90-minute lessons or other coaches.

Example: Members get 1 free 1-hour private lesson per month.

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 Coach.

  1. Under Redemption Mode, choose Whole Lesson.
  2. Under User Type, choose Pass Holder Only.
  3. To let members share the pass with their family, turn on Can be redeemed by family members.

  1. Under Coach Restrictions, choose how specific you want to be.

Option A: Any coach, any service

Select "All coach lessons". The pass works for any coach at the club, for any of their services.

Option B: Specific coach, all their services

Select "Specific coaches" → check the coach. Leave their services unchecked — this means the pass covers all services that coach offers.

Option C: Specific coach, specific service (recommended for this example)

Select "Specific coaches" → check the coach → click the expand arrow next to their name → check only "Private Lesson — 1 Hour".

This ensures the pass only covers 1-hour private lessons and only with coaches you chose. If the member books a 90-minute lesson or a different coach, the pass won't apply — they pay full price.

Click Create Booking Pass.

Step 2: Add the pass to the membership

Add the pass to the membership so members get their free lessons 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 Months, or turn on Never Expires to let unused passes carry over.
  6. Set Allocate every to 1 Month(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 VIP member books a 1-hour private lesson with Coach Sarah
  2. The system finds an available lesson pass and applies it
  3. The lesson fee is waived — the pass is consumed
  4. If the member books another lesson that month, they pay full price
  5. If the member tries to book a 90-minute lesson with Sarah, the pass doesn't apply (wrong service)
  6. If the member books with a different coach, the pass doesn't apply (wrong coach)
  7. On the 1st of next month, a new pass is allocated automatically

Variations

Any coach: Use "All coach lessons" in Coach Restrictions to let the pass work with any coach at the club. Good for general lesson credits.

Multiple coaches: Check several coaches under "Specific coaches." The pass applies to any of the selected coaches.

All services for a coach: Select the coach but leave all services unchecked — the pass covers any service that coach offers, not just one specific type.

Discount instead of free: Change the Redemption Mode to "Percentage Discount" (e.g., 50% off) or "Fixed Discount" (e.g., $20 off) for a partial discount on lessons instead of a fully free lesson.

Key Points

  • "By Hours" is not available for Coach passes — use "Whole Lesson" instead. Each lesson consumes one pass regardless of duration.
  • Service-level restrictions prevent misuse — if the membership includes 1-hour lessons, restricting to the "Private Lesson — 1 Hour" service means the pass can't be used for more expensive 90-minute sessions
  • Coach passes don't support time-of-day restrictions — coach scheduling is managed through the coach's own availability settings
  • Unused passes expire at the end of the month unless you turn on Never Expires when you add the pass to the membership

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.

Create a Family-Shared Pass

Let an entire family share a single pass pool. When family sharing is enabled, all family members linked to the pass holder can use the pass independently — no need to book through the primary member.

On this page

Step 1: Create the booking passOption A: Any coach, any serviceOption B: Specific coach, all their servicesStep 2: Add the pass to the membershipHow It Works for MembersVariationsKey Points