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.
SettingDescription
Purchase RestrictionsThe purchase rules for the session pass:

  • Select Client can buy online or Only staff can sell this Purchase Option depending on whether you want to allow clients to buy the session pass online or only through a staff member. If you select Client can buy online, the following options are displayed. By default, All clients can buy online is selected.
    • All clients can buy online – Selecting this option will allow any client who meets the Client Type restrictions to buy this session-pass online.
    • 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 through the Direct Buy URL. For example, if you select Only clients with Direct Buy URL can buy online as well as Introductory offer for new clients only, an Active Member with the Direct Buy URL for this Purchase Option would not be able to purchase this session pass.
  • Select which clients can purchase this session pass: Available to all clients, Introductory offer for new clients only, or Available to select client types.
    • If you select Available to select client types, select one or more client types from the list and only the selected client types will be able to view and purchase the session pass in your store.
    • For more information about introductory offers, see Creating an introductory offer for new or prospective clients.
  • Select how this session pass is sold: Sold individually or Sold as part of package only.
  • Select No quantity limit or Limit quantity to determine whether to limit the number of times each client can purchase the session pass during their lifetime with your business. When you select Limit quantity, you must enter a number for the limit.

NoteQuantity restrictions won’t 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.
Access to RegionsDetermines the franchise regions to which the session pass will apply. If the session pass is purchased at one of the franchise locations in the region, it can be used to pay for services at any franchise locations within the region that offer the same session pass.

This option is available to all franchise businesses. It only works when the session pass has been pushed to all applicable franchise locations, and it can only be modified by franchisors. If you manage a franchise business and you cannot view this option, please contact WellnessLiving.

Purchase Option PriorityThe 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 LocationsDetermines 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 ClassesDetermines 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 Classes/Events.
Access to EventsDetermines 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 Classes/Events.
Access to GymDetermines 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 Classes/Events.
Attendance RestrictionsDetermines whether the number of available visits for a session pass is restricted to a specific period. For example, a session pass can have an attendance restriction that only allows a maximum of five visits every two weeks. You have the following options:

  • Apply attendance restriction – Clients can use the session pass a maximum number of times during a specific number of days, weeks, months, or years.
  • No attendance restriction – Clients can use the session pass as many times as they want while it’s active.

If you select Apply attendance restriction:

  • Set the maximum number of visits permitted during a specific number of days, weeks, months, or years.
  • Select whether you want to apply the restriction based on the calendar cycle or the payment cycle. You have the following options:
    • 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 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 pass occur. 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.
  • Select whether unused visits should be carried over to the next attendance restriction period:
    • If you select Enable session rollover, unused visits will be carried over to the next attendance restriction period. 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 session rollover, you can’t set the date range to any date prior to the purchase date.
  • Select whether you want the visits from this session pass to be applied to unpaid visits when the attendance restrictions reset. You have the following options:
    • Do not automatically reconcile unpaid sessions when attendance restrictions reset – The system won’t automatically reconcile unpaid sessions when new visits are added to the session pass. You will have to manually reconcile any unpaid visits. For more information, see Reconciling an unpaid visit.
    • Automatically reconcile unpaid sessions when attendance restrictions reset – Unpaid sessions will be automatically reconciled whenever the system adds new visits to the session pass. For example, if a session pass has an attendance restriction of one visit per week and a client has five unpaid sessions for the week, one visit from the session pass will be automatically applied to the first unpaid session when the attendance restrictions reset.
  • 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.

For more information, see Attendance restrictions.

NoteIf a Purchase Option has Apply attendance restriction and Enable rollover sessions selected, there will be no marker on the client’s Passes & Memberships page indicating which visits on the Purchase Option are rollover sessions.
Non-sequential Days PassSelect 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.

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

  • No contract – The client doesn’t 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 sign in to their account.

NoteIf 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.
Client TypeThe type of client the session pass holder becomes after purchase. Make a selection from the list.
Sharing Memberships and PassesDetermines whether this pass is shared with family members by default. Select one of the following options:

  • Share with family and friends by default – If you select this option, select each type of family member the pass will be shared with by default from the list.
  • Don’t share with family and friends by default – The pass won’t be shared with family members by default.

If you select Don’t share with family and friends 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.

Determines whether this session pass is shared with family members by default. Select one of the following options:

  • To share a session pass between clients whose profiles are linked as family members, select Share membership with family members by default.
    Under FAMILY MEMBER, select the relationship between the client and the family member.
  • If you don’t want to share a session pass between family members, select Do not share membership with family members by default.

If you select Don’t share with family and friends 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.

NoteIf 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 membership or session pass to be shared with the family member, you must manually share it from the package owner’s client profile.
Session Pass Hold RulesDetermines whether a hold can be placed on the session pass.

  • Session pass can’t be put on hold – If you select this option, no hold can be placed on the session pass.
  • Session Pass can be put on hold – If you select this option, 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 in the general information settings will renew if the session pass is on hold.

Revenue & Staff Payroll CalculationDetermines 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 Approximate revenue based on sessions used 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’ll receive $3 for each session. The revenue for the session pass will always be $20.
BarcodeEnter or generate a barcode to identify this session pass in your WellnessLiving system.
ReceiptSelect 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 is set up with a custom receipt. 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.

TerminationDetermine whether the session 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 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.

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