Attendance restrictions

Attendance restrictions define the number of times a client can use a Purchase Option to visit your business within a specified time frame. If you enable this feature, clients will only be allowed to use the pass or membership a certain number of times during the current time period before they must wait for the next time period. For example, if a client has a session pass with 10 visits total 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 the 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. View Package attendance restriction example to see how this works.

Additionally, auto-renewals will not affect the attendance restriction period. This means that if your attendance restriction has a period of one month, but your membership auto-renews every week, the attendance restriction will reset every month, not every week. Furthermore, if all visits are used early in the month, the auto-renewed Purchase Option will be unusable until the next month.

We also recommend manually tracking each 4-week period when using 4-week restriction periods 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 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 5 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.
    Note 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 be carried over to the next available period by selecting Enable Rollover or Sessions do not rollover. Rollovers carry over indefinitely, allowing for unused visits to accumulate forever.
    • If you are creating or modifying a membership and select Enable Rollover, you must choose what happens to the remaining sessions when the membership expires:
      • If you select Membership remains active until all sessions are used, the membership does not expire until all the remaining sessions are used.
      • If you select Membership expires and remaining visits are no longer available, the membership and any remaining session expire on the expiration date.
        NoteIf you are customizing an individual Purchase Option and you select Enable Rollover, you cannot set the date range to any date prior to the purchase date.
  10. To add another set of attendance restrictions, click the Add restriction button  and repeat steps 7-9.
  11. 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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