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 an 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.
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.
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.
  • Select Enable Rollover or Sessions do not rollover depending on whether you want to allow remaining visits to rollover to the next attendance restriction period. For example, if a client has a maximum of 5 visits per week for a pass with Enable Rollover set and only uses 3 visits, 2 visits will be added to their pass the following week.
    • If you select Enable Rollover, choose what happens to the remaining sessions when the session pass auto renews.
      • If you select Rollover sessions upon auto renew, the session pass will retain accumulated rollover sessions after it auto renews. For example, if a session pass with Rollover sessions upon auto renew selected auto renews on the first of every month and there are 3 sessions left on the session pass at the end of the month, the client can use the 3 unused sessions next month.
        • When a session carries over after auto renew, the original attendance restricts set for the session pass will no longer apply to the session that was carried over. For example, if a session pass was set up so it could only be used to book a maximum of 1 session a day, but 3 sessions carry over after auto renew, the client will be able to use the session pass to book all 3 of those sessions in one day.
      • If you select Do not rollover sessions upon auto renew, the session pass will not retain accumulated rollover sessions after it auto renews. For example, if a session pass with Do not rollover sessions upon auto renew selected auto renews on the first of every month and there are 3 sessions left on the session pass at the end of the month, the client will not be able to use those 3 sessions next month.
  • 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.
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 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 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.  
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 the 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 .

 

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