Attendance restrictions

Attendance restrictions define the number of times a client can use a Purchase Option at your business within a specified time period. If you enable this feature, clients will only be allowed to use the pass or membership a certain number of times during the time period before they must wait for the next period to begin. For example, if a client has a session pass with 10 visits and an attendance restriction of three visits per month, the session pass can only be used for three visits each month.

When applying attendance restrictions to packages that include memberships or passes, the package attendance restriction will take precedence over any restrictions associated with the memberships and passes inside of it. This means that if an attendance restriction is applied to a package, the client can only use the number of visits defined by the package’s restriction. For more information, see Package attendance restriction example.

Additionally, auto-renewals will not affect the attendance restriction period. This means that if your Purchase Option has a monthly attendance restriction, even though it auto-renews every week, the attendance restriction will reset every month, not every week. Therefore, if all visits are used before the end of the month, the Purchase Option cannot be used again until the next month.

If you use a 4-week restriction period, we recommend manually tracking a client’s visits because the number of days in each month varies and each 4-week restriction period lasts 28 days. This inconsistency may make 4-week restriction periods difficult to track.

If you prorate a payment for a membership that has an attendance restriction, the set number of visits for the prorated period is not affected. For example, a client buys a prorated membership on June 15. The membership renews at the beginning of each month and has an attendance restriction of five visits per month (set to apply at the start of the calendar cycle). The client will be able to use five visits between June 15 and June 30, and five visits between July 1 and July 30.

NoteIf you want to modify the attendance restrictions for an individual client’s Purchase Option, see Customizing an individual Purchase Option.

In this article

To set attendance restrictions:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Store Configuration.
  4. On the Store Configuration menu, click Purchase Options.
  5. On the Purchase Options page:
    • If you are creating a new Purchase Option, click Create Session Pass, Create Membership, or Create Package.
    • If you are modifying an existing Purchase Option, click the Purchase Option in the list.
  6. Under Advanced Settings, find Attendance Restrictions. Select Apply Attendance Restriction.
  7. Choose the PERIOD from the list, either day, week, 4 Week, month, or year, then enter the maximum number of sessions that can be attended per that period in the MAX SESSIONS box.
  8. Choose when the attendance restrictions cycle is applied, either Attendance Restriction is applied at the start of the calendar cycle or Attendance Restriction is applied at the start of the payment cycle. Attendance restrictions are reset based on the interval of time defined under PERIOD.
    • If you choose Attendance Restriction is applied at the start of the payment cycle, attendance restrictions are reset based on the purchase date. Membership holds and other changes will not have an influence on this date.
  9. Choose whether unused visits should carry over to the next attendance restriction period by selecting Enable Rollover or Sessions do not rollover.
    • If you select Enable Rollover, 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 for which the sessions will remain active. For example, a Purchase Option with a monthly attendance restriction is set up so that rollover sessions expire after three months. The Purchase Option 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 Purchase Option 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 Purchase Option 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 Purchase Option 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 the Purchase Option is a membership, you must choose what happens to the rollover sessions when the membership expires.
      • If you don’t want the membership to expire until all the rollover sessions are used, select Membership remains active until all sessions are used.
      • If you want the membership and any rollover sessions to expire on the expiration date, select Membership expires and remaining visits are no longer available.
  10. Choose whether any unpaid visits will be reconciled when attendance restrictions reset by selecting Do not automatically reconcile unpaid sessions when attendance restrictions reset or Automatically reconcile unpaid sessions when attendance restrictions reset. This option is available only for memberships and session passes.
    • If you select Do not automatically reconcile unpaid sessions when attendance restrictions reset, you will have to manually reconcile any unpaid sessions. For example, if a client has five unpaid sessions for the week and they purchase a session pass or membership with an attendance restriction of one session per week, you can manually mark any one of the unpaid sessions for the week as paid by clicking Reconcile Unpaid Visits when the client purchases the session pass or membership. For more information, see Reconciling an unpaid visit.
    • If you select Automatically reconcile unpaid sessions when attendance restrictions reset, any unpaid sessions within the attendance restriction period will be automatically marked as Paid. For example, if a client has five unpaid sessions for the week and they purchase a session pass or membership with an attendance restriction of one session per week, the session from the membership will be automatically applied to the first unpaid session for the week when the session pass or membership is purchased or an existing membership is auto-renewed.
  11. To add another set of attendance restrictions, click the Add restriction button  and repeat steps 7-9.
  12. Click SAVE.

Package attendance restriction example:

A package has an attendance restriction of 10 visits per week and contains two items:

  • A membership with a restriction of 10 visits per week
  • A time-based pass with a restriction of 5 visits per 4 weeks

In this case, the package’s attendance restriction allows you only 10 visits total per week using both the membership and time-based pass.

The client can:

  • Use the membership 8 times and the pass 2 times one week, then use the membership 7 times and the pass 3 times the next week.

The client cannot:

  • Use the membership 9 times and the pass 2 times one week (this violates the package’s attendance restriction of 10 visits per week).
  • Use the membership 8 times and the pass 2 times in one week, and use the membership 5 times and pass 5 times the next week (this violates the pass’s attendance restriction). The package attendance restriction does not cancel out the time-based pass’s attendance restriction, meaning that the pass still cannot be used more than 5 times in 4 weeks.
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