Session pass advanced settings

This article describes all advanced settings are available when you are creating or modifying a session pass.

To learn about the general information settings available when creating or modifying a session pass, see Session pass general information settings.

NoteClients will not be required to sign a contract for session passes that were imported into WellnessLiving.
Setting Description
Purchase Restrictions The purchase rules for the membership:

  • Select Client can buy online or Only staff can sell this purchase option depending on whether you want to allow clients to buy the membership online or only through a staff member.
  • Select which clients can purchase this membership: Available to all clients, Introductory offer for new clients only, or Available to select Client Types only. If you select Available to select Client Types only, select one or more Client Types from the list and only the selected client types will be able to view and purchase the membership in your store.
  • Select how this membership is sold: Sold individually or Sold as part of package only.
  • Select No quantity limit or Limit quantity depending on whether or not you want to limit the number of purchases that can ever be made. When selecting Limit quantity, you must enter a number for the limit.

NoteQuantity restrictions will not apply to session passes that are Sold as part of package only. For more details, see Packages.

NoteIn cases where clients have reached the quantity limit, clients can still receive session passes transferred to them by other clients.
Purchase Option Priority The priority level of the session pass. 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. This option is only visible when it is enabled in the store settings.
Access to Locations Determines whether your client can use the session pass in All or Specific locations. If you select Specific locations, select the checkbox for each applicable location.
Access to Classes Determines whether your client can use the session pass to access All or None of your Classes. If you click Selection, select the checkbox for each applicable Class.
NoteThis option will only be visible if the Purchase Option Service Category is set to Class/Events.
Access to Events Determines whether your client can use the session pass to access All or None of your Events. If you click Selection, select the checkbox for each applicable Event.
NoteThis option will only be visible if the Purchase Option Service Category is set to Class/Events.
Access to Gym Determines whether your client can use the session pass to access the Gym.
NoteThis option will only be visible if the Purchase Option Service Category is set to Class/Events.
Attendance Restrictions Determines if the number of available sessions are restricted based on a specific time period (e.g., a maximum of 10 sessions per month).

If you select Apply Attendance Restriction:

  • In the Period list, select day, week, 4 week, month, or year.
  • In the Max Sessions field, enter the maximum number of sessions the client can attend in the selected time period. For example, if you select a Period of a week and enter 5 in the Max Sessions field, the client is restricted to 5 visits per week.
  • Select Attendance Restriction is applied at the start of the calendar cycle or Attendance Restriction is applied at the start of the payment cycle depending on whether you want to apply the restriction based on the calendar cycle or the payment cycle.
    • If you select Attendance Restriction is applied at the start of the calendar cycle, then 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 5 visits a month, the client can use the pass for 5 visits between June 1 and June 30.
    • If you select Attendance Restriction is applied at the start of the payment cycle, then the attendance restriction set on the session pass will be applied based on the date payments for the pass occur. For example, if a session pass has an attendance restriction of 5 visits a month and auto-payments on the 15th of every month, the client can use the session pass for 5 visits between June 15 and July 14.
  • 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 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 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.
  • Select Do not automatically reconcile unpaid sessions when attendance restrictions reset or Automatically reconcile unpaid sessions when attendance restrictions reset if you want any unpaid sessions to be automatically marked as Paid whenever the attendance restrictions reset.
    • If you select Do not automatically reconcile unpaid sessions when attendance restrictions reset, the system will not automatically reconcile any unpaid sessions whenever you add new visits to a session pass. You will have to manually mark any unpaid visits as Paid. For example, if a session pass with Do not automatically reconcile unpaid sessions when attendance restrictions reset selected has an attendance restriction of one visit per week and a client has five unpaid sessions for the week, you can use the session pass to manually mark any one of the five unpaid sessions for the week as Paid. If there are any unpaid visits for the next week, you can use the session pass to mark one of these visits as Paid when the attendance restrictions reset. To learn how to reconcile unpaid visits, see Reconciling an unpaid visit.
    • If you select Automatically reconcile unpaid sessions when attendance restrictions reset, any unpaid visits will be automatically reconciled with paid visits whenever you add new visits to the session pass. For example, if a session pass with Automatically reconcile unpaid sessions when attendance restrictions reset selected has an attendance restriction of one visit per week and a client has five unpaid sessions for the week, the first unpaid visit for the week will automatically be marked as Paid when the client purchases this membership.
  • Click the Add button  to add another restriction. For example, you can add a restriction of only 5 sessions per week and then click the add button to add another restriction of a maximum of 16 sessions per month.
  • Click the Delete button  to remove a restriction.
  • If you select No Attendance Restriction, a client can use the membership as many times as they want while the membership is active.

For more information, see Attendance Restrictions.

Non-sequential Day Pass Select the checkbox to create the session pass as a non-sequential day pass.

This setting is only displayed when you set the pass to expire x number of days after the activation date under Select Expiration. 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 5 days after the activation date and select the non-sequential day pass checkbox, the pass will expire after it has been used on 5 separate days, instead of 5 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.

Contract Select whether the client must agree to a contract before purchasing the membership. Your choices are:

  • No contract – The client does not need to agree to a contract.
  • Clients must agree to a contract – The client must agree to a contract. Enter your contract in the text field.

NoteIf you modify a session pass’s existing contract, when you save your changes you will be asked whether you want clients who have already purchased the membership to re-sign the contract. If you select YES, clients will be prompted to sign the contract the next time they log in to their account.

NoteIf a Purchase Option that has a contract associated with it is set to auto-renew, clients will be required to re-sign the contract each time the Purchase Option automatically renews.
Client Type The type of client the session pass holder becomes after purchase. Make a selection from the list.
Sharing Membership and Passes Determines whether this pass is shared with family members by default. Select one of the following options:

  • Share pass with family members by default – If you select this option, select each type of family member the pass will be shared with by default from the list.
  • Do not share pass with family members by default – The pass will not be shared with family members by default.

If you select Do not share membership with family members by default, you can still manually share the session pass with a family member. For more information, see Sharing a Purchase Option with a family member.

Session Pass Hold Rules Determines whether a hold can be placed on the session pass. If you select Session pass cannot be put on hold, no hold can be placed on the session pass.
If you select Session pass can be put on hold, 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.
Revenue & Staff Payroll Calculation Determines whether clients who use this session pass are included or excluded in payroll calculation. This will also determine what value commission will be based on when clients use this session pass. 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 their number of clients will only be paid for clients who used paid session passes.

To determine whether clients who use this session pass are included or excluded in payroll calculation:

  • Select Include clients who use this purchase option in payroll calculation to count clients who use this session pass when calculating payroll.
  • Select Exclude clients who use this purchase option from payroll calculation to leave out clients who use this session pass when calculating payroll.

To determine what value commission will be based on when clients use this session pass:

  • Select Approximate revenue per session and enter the amount that you want the commission to be calculated based on for each session that a client attends using this session pass. This number may exceed the value of the session pass and there is no cap on the number. For example, if you enter $20 here, the session pass is sold for $20, and the client uses the session pass once, the revenue for this session pass will be $20. If the staff member’s commission is set to 25%, they will receive $5. However, if the client uses the session pass twice, the revenue for this session pass will be $40 and the commission will be calculated based on that amount.
  • Select Do not approximate revenue to calculate commission based on the price of the session pass for each session that a client attends using this session pass. For example, if the session pass is sold for $20 and the client uses the session pass twice, the revenue per session will be $10. If the staff member’s commission is set to 30%, they will receive $3 for each session. The revenue for the session pass will always be $20.
Barcode Enter or generate a barcode to identify this session pass in your WellnessLiving system.
Receipt Select Default Email Receipt to send your default receipt to a client who purchases this session pass.

Select Custom Email Receipt 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.  

NoteIf 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 12-month membership has a custom receipt set up. A 10 Class Session Pass also has a custom receipt configured. A client purchases both the 12-month membership and 10 Class Pass together in the same transaction. The client will receive the default receipt and not the custom receipt configured for either of the purchase options.

Termination Determine whether the sessions pass terminates on a specific date. Your choices are:

  • Terminate and convert to – The session pass will be removed from the client’s Passes & Memberships page and convert to your selected Purchase Option on the date you select.
  • Terminate – The session pass will be removed from the client’s Passes & Memberships on the date you select.
  • Do not terminate – The session pass will remain on the client’s Passes & Memberships page in their client profile.

NoteThese termination settings are only available when customizing an individual Purchase Option in the client’s profile.
Revenue Category The revenue categories to which the session pass is assigned. Click a session pass to select or deselect it. You can select as many revenue categories as needed. The Event will be assigned to the selected revenue categories.

You can also manage revenue categories from here:

  • To add a new revenue category, enter a name for it in the box, and click ADD.
  • To rename a revenue category, click the revenue category’s Options button and select Edit .
  • To delete a revenue category, click the revenue category’s Options button and select Delete tag .

 

Was this article helpful?
(70 out of 72 people found this article helpful)
Still need help? Contact us
Cancel