Booking & Guest Passes
Creating an Allocation Rule
Once you created a template of the passes
This is where you connect passes to memberships and define the schedule.
- Go to Booking Passes → Rules
- Click Create Rule
- Configure:
Which memberships receive this pass?
Select one or more membership products. You can optionally narrow it down to specific price tiers within a product (e.g., only the "Annual" price, not the "Monthly" price).
How often are passes allocated?
Set the recurrence schedule:
| ScheduleWhen new passes are createdExample | ||
|---|---|---|
| Weekly | Every N weeks on a specific day | Every Monday |
| Monthly | Every N months on a specific day | 1st of every month |
| Yearly | Every N years on a specific date | January 1st each year |
| Daily | Every N days | Every day |
| Never | One-time allocation only | On membership activation, no recurring |
You can also set:
- Start date / End date — Optional bounds for when the rule is active
- Pre-create advance days (Lead Time) — How many days before a period starts to create the passes (e.g., 7 days ahead so members can see upcoming passes)
Which passes to allocate?
Add one or more pass templates with their quantities:
- Select a pass template
- Set number of uses (e.g., 8 sessions) or leave unlimited
- Set amount of minutes (for minute-based passes, e.g., 600 minutes = 10 hours)
- Set validity period (e.g., 1 month — the pass expires at the end of the period)
- Toggle Never Expires if the pass should stay valid indefinitely.
Note: If this pass is issued on a recurring basis, any unused passes will roll over into the next period.
You can add multiple pass templates to a single rule. For example, a "Premium" membership rule might allocate both "8 Open Play Sessions" and "50% Off Clinics" every month.
Preview and Confirm
Before creating the rule, a preview shows:
- How many currently eligible members will receive passes
- Which passes will be allocated
- When the first allocation will occur
Click Confirm to create the rule. Passes are immediately allocated to all currently eligible members.