Session pass settings

Purchase Option Service Category

The services that can be booked with the Purchase Options. The options are:

• Appointments – Appointments are generally one-on-one services, such as personal training sessions, but can include multiple clients.

• Classes/Events – Classes are a series of sessions. Unlike events, clients aren’t expected to attend every session in the series. Events, on the other hand, are a self-contained series of sessions.

• Assets – Book-a-Spot assets are physical objects or spaces.

• Gym visits – Gym Visits are a type of service that allows access to a gym or studio.

• Account tab – Account tabs add a monetary value to a client’s account balance based on a predetermined amount and can be configured to be a one-time purchase or to auto-renew after a specified duration.

PASS NAME

The name of the session pass. The name is viewable by your clients, so it should be both descriptive and brief. This field is required.

UPLOAD IMAGE

Click to upload an image to represent the session pass in the store and on client profiles after the purchase.

DESCRIPTION

A description of the session pass. This is viewable by your clients, so it should be both descriptive and creative, but brief. This isn’t a required field, but it is highly recommended.

ACTIVATE ITEM

Click this button to activate or deactivate the session pass, or to set a deactivation date for the session pass.

• Set the ACTIVATE ITEM option to ON to activate the session pass and allow clients to purchase it.

• Set the ACTIVATE ITEM option to OFF to deactivate the session pass and prevent clients from purchasing this session pass.

  • When this option is set to OFF, the following options are available:

    • DEACTIVATE ON – Click the date field and select a date from the calendar to select the date on which the session pass will deactivate.

    • USABLE BY CLIENTS WHO ALREADY PURCHASED – Set this option to NO and click OK to prevent clients who have already purchased this session pass from booking services with this pass.

  • If the date selected under Choose expiry date has passed, the ACTIVATE ITEM option is automatically set to OFF. The ACTIVATE ITEM option can only be set to ON again if you select a later date under Choose expiry date.

For information about deactivating a session pass for an individual client, see Deactivating and reactivating a client’s session pass.

Visit Restrictions

Select the visit restriction type and parameters for the session pass. Your choices are:

• Set number of visits – The session pass can be used for the specified number of visits.

  • When associating a session pass with a multi-session service (like an event), the number of visits in the session pass must be equal to or greater than the number of sessions scheduled for the associated service. Otherwise, the session pass won’t appear when the client is booking the service.

• Unlimited visits – There is no limit to the number of visits for which the session pass can be used.

• Time-based pass – The session pass can be used for the specified number of minutes or hours. These types of session passes can be used to pay for appointments or Book-A-Spot assets with set durations that are shorter than or equal to the set duration of the session pass.

  • When paying for an appointment or asset with this type of session pass, the duration of the appointment or asset is subtracted from the remaining duration of the session pass.

  • If the duration of the appointment or asset is longer than the duration of the session pass, the pass can’t be used to pay for the appointment or asset.

  • Any used, upcoming, or remaining time on the session pass is displayed in minutes on a client’s Overview page and Passes & Memberships page, regardless of whether the duration was set in hours in the session pass’s settings.

Note: The system may automatically apply visits from an auto-renewing session pass to upcoming booked sessions, which may result in a negative balance of visits on the session pass when Set number of visits is selected under Visit Restrictions. For example, a client owns an 8-session pass with 2 remaining visits. The client is booked into a recurring appointment for 4 sessions. Four visits are removed from the session pass, resulting in a balance of -2. When the session pass renews with 8 visits, it’ll have 6 visits remaining.

Price

The price of the session pass.

Note: Changes to this setting won’t apply to previously sold Purchase Options. For example, if you increase the price of a Purchase Option from $50 to $60, any previously sold Purchase Options will still reflect the old price, which is $50.

Taxes

Determines whether taxes are applied to the session pass upon purchase. Your choices are:

• Charge taxes – Select the checkbox for each type of tax that applies to the session pass.

• Do not charge tax – No taxes will be applied to the session pass.

Summary

A summary of the session pass payments including taxes.

Select Activation Date

Determines when the session pass will be activated. Your choices are:

• First Visit – The pass will be activated on the date of the first session the client attends.

  • If the client reschedules their first visit, the activation date will be automatically updated to the new visit date. Once the client attends their first visit, the activation date is set and can’t be changed.

• Sale Date – The pass will be activated on the date the session pass is purchased by the client.

• Choose a date – The pass will be activated on the date chosen.

Select Expiration

Determine how and when the session pass expires. Your choices are:

• Does not expire – The session pass doesn’t expire.

• Expires [duration] [time period] after first visit – The session pass will expire in the specified amount of time after the first session booked with the session pass occurs. If the session pass is set to expire in one day, it will expire by the end of the day on which the session occurs.

  • If you set a session pass to expire after a certain number of days using the Expires [duration] [time period] after first visit setting, you will also have the option to create this session pass as a non-sequential day pass. For more information see Session pass advanced settings.

• Choose expiry date – The session pass will expire on the selected date.

  • When the session pass expires, the ACTIVATE ITEM option is automatically set to OFF.

  • If the session pass has expired before it has been sold to a client, you can only change the ACTIVATE ITEM option to ON after you update the expiry date under Choose expiry date.

  • If the session pass has expired after it has been sold to a client, you can’t set the ACTIVATE ITEM option to ON. To sell this session pass again, you must create a new session pass with the same settings.

Notes:

• If all visits on an auto-renewing session pass are used before the expiration date of the session pass, the session pass will renew after the service ends.

• If session passes are part of a package, the package expiration date takes precedence over the session passes. Ensure that package and individual session pass expiration settings are synchronized to avoid client access issues.

• Once a session pass has been sold to a client, the expiration date can’t be modified. For more information, see Troubleshooting: The expiration date of a session pass can’t be modified.

After Expiration

Determine what happens after the session pass expires. Your choices are:

• Do nothing – The session pass simply expires.

• Auto-renew – The session pass will automatically renew after the expiration date or after all visits on the session pass, as determined under Visit Restrictions, have been used. A session pass on hold will still auto-renew.

• Auto-convert – The session pass will be converted to the selected Purchase Option after it expires. You can mark whether the conversion is an Upgrade, a Downgrade, or of Equal Value. For more information about converting Purchase Options, see Setting a Purchase Option to convert.

Additional options are available when the Auto-renew or Auto-convert to options are selected:

• Enable client control – Clients can opt out of the session pass conversion or auto-renewal. The option to opt out is only available on the Client Portal and can’t be accessed on the Achieve Client App.

• Disable client control – Clients can’t opt out of the session pass conversion or auto-renewal via the Client Portal. Only staff members can allow clients to opt out of conversion or auto-renewal.

If the Auto-renew option is selected, additional options are available when the Purchase Option Service Category for the session pass is set to Appointments:

• Automatically reconcile unpaid visits upon auto-renew – If this option is enabled, any unpaid visits will be automatically paid for when the session pass renews. A session pass on hold will still automatically reconcile unpaid visits.

• Do not reconcile unpaid visits upon auto-renew – If this option is enabled, any unpaid visits for previous sessions won’t be automatically paid for when the session pass renews. These sessions will need to be manually reconciled. For more information, see Reconciling an unpaid visit.

If you modify the expiration behavior of a session pass that has previously been sold and try to save your changes, a confirmation popup is displayed with the following options:

• Apply to previously sold Purchase Options – If this option is set to ON, your changes will be applied to session passes that clients have purchased, and the following option will be displayed:

  • Apply to previously sold and edited Purchase Options – If this option is set to ON, your changes will be applied to session passes that clients have purchased and that have been individually modified.

The confirmation popup also displays the total number of clients affected by this change. Click the number to display a list of all affected clients.

Notes:

• If a session pass is set to auto-renew and its remaining visits are used to book sessions in the future, the session pass will auto-renew even if upcoming visits aren’t marked Attended, Late Cancel, or No Show.

• If a session pass has upcoming visits scheduled after its expiration date, it will continue to display an Active status on a client’s Passes & Memberships page until the attendance status of the sessions are changed from Pending to Checked-in, Early Cancel, Late Cancel, or No-show. For more information, see How can a Purchase Option be active and expired at the same time?

Access to Appointments

This setting will only be displayed if you’re creating a session pass using the Appointments Purchase Option Service Category.

Click the Search and select items search box to add appointments that can be paid for using the session pass:

• Begin typing the name of an appointment to search for that appointment.

• Select the Select All checkbox to add all appointments.

• Select the checkbox next to each appointment category to add all appointments in that category.

• Click the Expand button and select the checkbox next to an appointment to add that individual appointment.

Access to Assets

This setting will only be displayed if you’re creating a session pass using the Assets Purchase Option Service Category.

Click the Search and select items search box to add assets that can be paid for using the session pass:

• Begin typing the name of an asset to search for that asset.

• Select the Select All checkbox to add all assets.

• Select the checkbox next to each asset category to add all assets in that category.

• Click the Expand button and select the checkbox next to an asset to add that individual asset.

Online Store Category

The category or categories that this session pass is listed under in the store.

Client can buy online

When this option is selected, clients can buy the session pass online or through a staff member.

Choose how clients can buy online:

• All clients can buy online – Selecting this option will allow any client who meets the client type restrictions to buy this session pass online. This is the default option.

• Only clients with Direct Buy URL can buy online – Selecting this option will make it so any client who meets the client type restrictions can only buy this session pass online through the direct checkout or product details URL.

  • For example, if you select Only clients with Direct Checkout or Product Details URL can buy online as well as Introductory offer for new clients only, an Active Member with the direct checkout or product details URL for this Purchase Option won’t be able to purchase this session pass.

Choose when clients can buy online:

• Set Publish to ON to make the session pass available for online purchase starting on the selected Publish date and Publish time.

• Set Unpublish to ON to remove the session pass from online purchase on the selected Unpublish date and Unpublish time.

• This is optional and can be used to publish passes for limited-time promotions, such as Black Friday sales.

Only staff can sell this Purchase Option

When this option is selected, only staff members can sell this Purchase Option.

Note: If you use CAASI, you can control whether CAASI shares details about items marked as Only staff can sell with clients. For more information, see Customize CAASI's personality.

Available to all clients

When this option is selected, all clients can purchase the session pass.

Introductory offer for new clients only

When this option is selected, only new clients are able to purchase the session pass. For more information about introductory offers, see Creating an introductory offer for new or prospective clients.

Available to selected client groups or types only

When this option is selected, only clients with the selected client types and members of the selected client groups can view and purchase the session pass. Under CLIENT TYPES and CLIENT GROUPS, select the client types and client groups whose members can view and purchase the session pass in your store.

Sold individually

When this option is selected, the session pass can be sold individually and separately from other Purchase Options.

Sold as part of a package only

When this option is selected, the session pass can only be sold as part of a package.

No quantity limit

When this option is selected, the number of times a client can purchase the session pass during their lifetime with your business is unlimited.

Limit quantity

When this option is selected, you must enter a number for the limit. Once the client hits the limit, they can no longer purchase the session pass, even if the one they own expires. The limit quantity only affects purchasing and won’t affect auto-renewal.

Notes:

• Quantity restrictions won’t apply to session passes that are Sold as part of package only. For more details, see Packages.

• Regardless of the quantity limit, clients can still receive the session pass if it’s transferred to them.

Priority

When this option is enabled, choose the priority level of the session pass. Your options are Low, Medium, or High.

When booking a service, session passes with a higher priority level will be used to complete the booking process first. If multiple Purchase Options have the same priority level, the Purchase Option with the earliest expiration date will be used to pay for the service first.

Available Regions/ Selected Regions

Determines the enterprise regions where the session pass can be used. If the session pass is purchased at one of the Enterprise Locations in the region, it can be used to pay for services at any Enterprise Location within the region that offers the same session pass.

• To add a region where the session pass can be used, click a region under Available Regions or click Select All to add all the available regions.

• To remove a region where the session pass can be used, click a region under Selected Regions or click Clear All to remove all the selected regions.

When a client purchases a session pass at one location and the client is added to other locations in the region, staff members at those other locations will be able to see the session pass and the location at which it was purchased on the client’s Overview page. The session pass will also be visible on the client’s Passes & Memberships page, but staff members won’t be able to view any details or make any changes to it.

Notes:

• Staff members can’t see session passes for visiting clients on the Elevate Staff App.

• To apply this option to the session pass, the Enterprise Headquarters must push the setting to all applicable Enterprise Locations.

All

When this option is selected, clients can use the session pass at all locations.

Specific locations

When this option is selected, clients can only use the session at specified locations. Select the checkbox next to each location in which the session pass can be used or select the Select All checkbox.

All

When this option is selected, clients can use the session pass to pay for any of your classes, including classes that are created in the future.

None

When this option is selected, clients can’t use this session pass to pay for any of your classes.

Selection

When this option is selected, clients can only use the session pass to pay for specific classes.

Click the Search and select items search box to add classes that can be paid for using the session pass:

• Begin typing the name of a class to search for that class.

• Select the Select All checkbox to add all classes.

• Select the checkbox next to each class to add that class.

All

When this option is selected, clients can use the session pass to pay for any of your events, including events that are created in the future.

None

When this option is selected, clients can’t use this session pass to pay for any of your events.

Selection

When this option is selected, clients can only use the session pass to pay for specific events.

Click the Search and select items search box to add events that can be paid for using the session pass:

• Begin typing the name of an event to search for that event.

• Select the Select All checkbox to add all events.

• Select the checkbox next to each event to add all related instances.

• Click the Expand button and select the checkbox next to an instance to add that individual event instance.

• Each selected event includes a Include future scheduled instance option. When this option is set to ON, the session pass can be used to pay for the selected instances of the event, as well as any instances that are scheduled in the future. When this option is set to OFF, the session pass can only be used to pay for the selected scheduled instances.

Note: If clients can use this session pass to enroll in one specific event instance, we recommend matching the activation and expiration dates of the session pass to the beginning and end dates of the event instance.

Open access

When this option is selected, clients can use the session pass to pay for gym visits.

No access

When this option is selected, clients can’t use the session pass to pay for gym visits.

Apply Attendance Restriction

When this option is selected, clients can use the session pass a maximum number of times during a specific number of days, weeks, months, or years.

• Click the Add button to add another restriction. For example, you can add a restriction of only five visits per week and then click the add button to add another restriction of a maximum of 16 visits per month.

• Click the Delete button to remove a restriction.

No attendance restriction

When this option is selected, clients can use the session pass as many times as they want while it’s active.

Attendance restriction is applied at the start of the calendar cycle

The attendance restriction set on the session pass will be applied based on actual calendar dates. For example, if a session pass has an attendance restriction of five visits each month, the client can use the session pass for five visits between June 1 and June 30.

Attendance restriction is applied at the start of the payment cycle

The attendance restriction set on the session pass will be applied based on the date payments for the session pass begin. For example, if a session pass has an attendance restriction of five visits each month and auto-payments on the ninth day of every month, the client can use the session pass for five visits between June 9 and July 8.

Disable session rollover

When this option is selected, unused visits won’t rollover to the next payment period.

Enable session rollover

When this option is selected, unused visits will be carried over to the next attendance restriction period. If you enable rollovers, you must choose what happens to the rollover sessions.

• If you don’t want rollover sessions to expire, select Rollover sessions do not expire.

• If you want rollover sessions to expire, select Rollover sessions expire after and set the amount of time the sessions will remain active. For example, a session pass with a monthly attendance restriction is set up so that rollover sessions expire after three months. The session pass starts in January and there were four unused visits left on January 31. The four rollover sessions will expire on April 30.

• If you want unused visits to carry over after the session pass auto-renews, set the Rollover sessions upon auto-renew option to ON.

• When unused visits carry over after auto-renew, the original attendance restrictions set for the session pass will no longer apply to the rollover sessions.

• To limit the number of unused visits that will carry over, set the Limit number of rollover sessions option to ON and enter the limit for the number of rollover sessions. For example, a session pass has a monthly attendance restriction with a maximum of five visits that can be carried over. If the client has six unused visits at the end of the month, they will lose a session. If you choose not to set a limit, clients can accumulate an unlimited number of rollover sessions.

• If you want to allow clients to use their rollover sessions while their session pass is on hold, set the Rollover sessions may be used during hold periods option to ON. Clients can’t accumulate new visits or rollover visits while their session pass is on hold.

• If you want the unused visits from this session pass to be applied to unpaid visits when the attendance restrictions reset, select Automatically reconcile unpaid sessions when attendance restrictions reset.

• If you don’t want the rollover visits from this session pass to be applied to unpaid visits when the attendance restrictions reset, select Do not automatically reconcile unpaid sessions when attendance restrictions reset. You will have to manually reconcile any unpaid visits. For more information, see Reconciling unpaid visits.

Note: If you’re customizing an individual Purchase Option and you select Enable session rollover, you can only set the rollover start date before the purchase date if the session pass hasn’t auto renewed yet and the start date of the session pass is prior to the purchase date. Once the session pass auto-renews, you can’t set the rollover date range to any date prior to the purchase date or the start date that you set for the session pass.

Do not automatically reconcile unpaid sessions when attendance restrictions reset

When this option is selected, the system won’t automatically reconcile any unpaid sessions whenever new visits are added to the session pass. You’ll have to manually reconcile unpaid visits. For more information, see Reconciling unpaid visits.

Automatically reconcile unpaid sessions when attendance restrictions reset

When this option is selected, unpaid sessions are reconciled automatically using new visits when they’re added to the session pass.

For example, if a client’s session pass allows one visit per week, and the client has five unpaid sessions for the week, one visit from their session pass will be automatically applied to the first unpaid session when the attendance restrictions reset.

Note: WellnessLiving will automatically reconcile unpaid sessions, using the soonest expiring rollovers first, to make sure clients don’t lose out on sessions.

WellnessLiving selects which Purchase Options to use for automatic reconciliation and rollovers based on the following hierarchy:

1. Priority level: This is the criteria that's used first. The system prioritizes visits based on the Purchase Options with the highest assigned priority levels.

2. Multiple rollovers: If multiple Purchase Options have the same priority level and include rollover visits, the system selects the one with the soonest expiring rollover first.

3. Single rollover: In cases where only one Purchase Option among those with matching priority levels uses rollovers, the system selects the soonest expiring rollover or smallest unit of time for reconciliation

4. Attendance restrictions and rollovers: If a Purchase Option has attendance restrictions, then the system selects the Purchase Option with the soonest expiration date or smallest unit of time for reconciliation. For example, if a Purchase Option has an attendance restriction of one session per day with no rollovers, the system will prioritize that over a Purchase Option that has an attendance restriction of one session per week with rollovers enabled.

5. No rollovers: If none of the above conditions apply, and there are no rollovers associated with the Purchase Options, the system selects the Purchase Option with the soonest expiration date for reconciliation.

6. No Rollovers or Expirations: If there are no rollovers or impending expirations, the system defaults to selecting the Purchase Option that was purchased earliest for reconciliation.

Convert to a non-sequential pass

Select this option to convert the session pass to a non-sequential day pass.

A non-sequential day pass expires after using the pass for a set number of days. For example, if you set the pass to expire five days after the activation date and select the non-sequential day pass checkbox, the pass will expire after it has been used on five separate days, instead of five sequential days after the activation date. This allows you to tie the expiration of the session pass to the client’s usage of the pass rather than a time period.

Clients must agree to a contract

When this option is selected, the client must agree to a contract before purchasing the session pass. Enter your contract in the text field.

If you want clients to sign the contract when this session pass is transferred to them, set the Clients to whom a Purchase Option was transferred must sign a contract option to ON.

Notes:

• Clients won’t be required to sign a contract for session passes that were imported into WellnessLiving.

• If you modify a session pass’s existing contract and save your changes, you will receive a Contract update popup that will notify you if you’re updating the contract for a Purchase Option that some clients have previously signed. In this popup, there will be a Require clients to re-sign the contract option. Setting this option to ON will make it mandatory for clients to re-sign the contract if they already own this session pass.

• If a session pass that has a contract associated with it is set to auto-renew, clients won’t be required to re-sign the contract each time the session pass automatically renews.

No contract

When this option is selected, the client doesn’t need to agree to a contract.

Client Type

The type of client a client becomes after purchasing this session pass. Select an option from the list.

Note: If you change the selected client type of a session pass that’s been sold to clients, clients who already own that session pass will have their client type changed automatically.

Share membership with family members by default

When this option is selected, the session pass can be shared between clients whose profiles are linked as family members. Under FAMILY MEMBER, select the type of relationships with whom the session pass will be shared.

Note: If a session pass that is shared with a family member is included within a package, the session pass won’t be shared with the family member when the package automatically renews. To continue allowing the session pass to be shared with the family member, you must manually share it from the package owner’s client profile.

Do not share membership with family members by default

If you select this option, you can still manually share the membership with a family member. For more information, see Sharing a Purchase Option with a family member.

Session pass can’t be put on hold

When this option is selected, holds can’t be placed on the session pass.

Session pass can be put on hold

When this option is selected, the session pass can be placed on hold. If you put a session pass on hold, the duration of the session pass increases respective to the length of the hold.

For example, if a session pass with an expiration date of December 31 is put on hold for three days, the expiration date will extend to January 3.

Session passes set to auto-renew won't renew while on hold. The renewal date updates to reflect the extended expiration date and the pass will auto-renew once the hold is released.

Note: When a hold is placed on a session pass and the hold's start date falls before the pass's expiration date, the system extends the expiration by the full duration of the hold. For example, if a pass expires on April 8 and a 41-day hold begins on March 9, the new expiration date becomes May 19.

Include clients who use this Purchase Option payroll calculation

When this option is selected, the session pass is included in the payroll calculation.

Exclude clients who use this Purchase Option from payroll calculation

When this option is selected, the session pass isn’t included in the payroll calculation.

If this session pass is free, promotional, or both, you can use this option to exclude clients with this session pass from payroll calculations. This is useful because staff members who are paid by the number of clients they instruct will only be paid for those clients who used paid session passes.

Approximate revenue per session

When this option is selected, revenue is determined per session.

Approximate revenue based on sessions used

When this option is selected, revenue is determined based on the number of visits.

Select the staff members who will receive automatic commissions for this Purchase Option

When automatic commissions are enabled you can use the checklist under this setting to select which staff members will receive automatic commissions for this session pass. Use the dropdown next to their name to select which of their commission pay rates to use for the automatic commissions.

Barcode #

Enter or generate a barcode number to identify this membership in your WellnessLiving system.

Default email receipt

Select this option to send your default receipt to a client who purchases this session pass.

Custom email receipt

Select this option to create a custom receipt to send to a client who purchases this session pass. For information on how to use variables in the email message, see Email variables.

Note: If a session pass that is set up with a custom receipt is purchased at the same time as another item, the client will receive the default receipt and not the custom receipt configured for either of the items. For example, a 10-class session pass and a 12-month membership are both setup with a custom receipt. A client purchases both the 10-class session pass and a 12-month membership together in the same transaction. The client will receive the default receipt instead of the custom receipts set for the Purchase Options.

Select the revenue categories for this item

The revenue categories assigned to this session pass.

Click Search and select items… to select revenue categories. From here, you can also choose to Add new categories or Manage your existing categories.

Remove revenue categories by clicking Remove on individual categories, or by clicking Clear all.

Product Details URL

Copy this URL to link clients directly to the product details page for the session pass in your store, where they can review information before deciding to purchase. This URL can be added to your automated notifications, automated marketing campaigns, your website, or other client-facing content.

Note: This option only appears after the session pass is created.

Direct Checkout URL

Copy this URL to link clients directly to the checkout page for the session pass in your store, allowing them to purchase without viewing the product details page This URL can be added to your automated notifications, automated marketing campaigns, your website, or other client-facing content.

Note: This option only appears after the session pass is created.

Terminate

The session pass will be removed from the client’s Passes & Memberships page on the date you select.

Do not terminate

The session pass will remain on the client’s Passes & Memberships page in their client profile.