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Booking & Guest Passes

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.

Example: Members get 1 free "Youth Program" class per week.

To sell a whole program as a monthly subscription that covers every session, see Run a monthly academy or youth program.

Prerequisites

Before creating this pass, make sure you've created the event tag you want to use:

  1. Go to Settings → Event Tags
  2. Click Add Tag, enter a name (e.g., "Team Practice", "Beginner", "Youth Program"), and click Create Tag
  3. Assign the tag to the relevant events

See Event Tags for details on creating and assigning tags.

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, enter the tag you want the pass to be applied to. In this case the pass will be applied to all events with the tag “Youth Program”

Click Create Booking Pass.

Step 2: Add the pass to the membership

Add the pass to the membership so members get their free tagged events 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 member joins an event tagged "Youth Program"
  2. The system finds an available pass with that tag restriction and applies it
  3. The event fee is waived — the pass is consumed
  4. If the member joins another "Youth Program" event that same week, they pay full price
  5. If the member joins an event without the tag (e.g., a regular Open Play), the pass is not used
  6. At the next allocation (each week, in this example), a new pass arrives automatically

How Tag Matching Works

  • The pass applies to any event that has any of the selected tags
  • If you select multiple tags (e.g., "Youth Program" and "Yoga"), the pass applies to events with either tag
  • If you also check event types (e.g., Clinic), the pass applies to events matching the event type OR the tag — it's OR logic, not AND

Variations

Multiple tags: Select several tags to make the pass cover a broader set of events — e.g., "Beginner" and "Intermediate" to cover all non-advanced classes.

Tag + event type: Check both a tag and an event type for maximum flexibility. For example, check "Clinic" event type and "Beginner" tag — the pass covers all clinics OR any event tagged "Beginner."

Monthly instead of weekly: On the membership, set Allocate every to 1 Month(s) and Valid for to 1 Months.

Key Points

  • Only events with the matching tag are covered — untagged events are not affected
  • Remember to tag your events consistently — if an event isn't tagged, the pass won't apply even if it's the right type of event
  • Tags use OR logic: selecting multiple tags means any one of them qualifies the event
  • Unused passes expire based on the validity period unless you turn on Never Expires when you add the pass to the membership

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.

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.

On this page

PrerequisitesStep 1: Create the booking passStep 2: Add the pass to the membershipHow It Works for MembersHow Tag Matching WorksVariationsKey Points