Session pass general information settings

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

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

Caution If you include the words Virtual, Video and/or On Demand in the SESSION PASS NAME or DESCRIPTION, the Purchase Option will not be displayed in the store or while a client is booking a service on the Achieve Client App or the Achieve White Label Client App on any iOS devices.

SettingDescription
Purchase Option Service CategoryThe services that can be booked with the purchase options. The options are:

  • AppointmentsAppointments are generally one-on-one services, such as personal training sessions, but can include multiple clients.
  • Classes/EventsClasses are a series of sessions offered by your business. Unlike events, clients aren’t expected to attend every session in the series. Events, on the other hand, are a self-contained series of sessions offered by your business.
  • AssetsBook-a-Spot assets are physical objects or spaces offered by your business.
  • Gym visitsGym Visits are a type of service that allows access to a gym or studio.
  • Account tabAccount tabs add a monetary value to a client’s account balance based on a predetermined amount and can be configured to be a one-time purchase or to auto-renew after a specified duration.
PASS NAMEThe name of the session pass. The name is viewable by your clients, so it should be both descriptive and brief. This field is required.
UPLOAD IMAGEClick to upload an image to represent the session pass in the store and on client profiles after the purchase.
DESCRIPTIONA description of the session pass. This is viewable by your clients, so it should be both descriptive and creative, but brief. This isn’t a required field, but it is highly recommended.
ACTIVATE ITEMClick this button to activate or deactivate the session pass, or to set a deactivation date for the session pass.

  • Set the ACTIVATE ITEM option to ON to activate the session pass and allow clients to purchase it.
  • Set the ACTIVATE ITEM option to OFF to deactivate the session pass and prevent clients from purchasing this session pass.
    • When this option is set to OFF, the following options are available:
      • DEACTIVATE ON – Click the date field and select a date from the calendar to select the date on which the session pass will deactivate.
      • USABLE BY CLIENTS WHO ALREADY PURCHASED – Set this option to NO and click OK to prevent clients who have already purchased this session pass from booking services with this pass.
    • If the date selected under Choose expiry date has passed, the ACTIVATE ITEM option is automatically set to OFF. The ACTIVATE ITEM option can only be set to ON again if you select a later date under Choose expiry date.

For information about deactivating a session pass for an individual client, see Deactivating and reactivating a client’s session pass.

Visit RestrictionsSelect the visit restriction type and parameters for the session pass. Your choices are:

  • Set number of visits – The session pass can be used for the specified number of visits.
    • When associating a session pass with a multi-session service (like an event), the number of visits in the session pass must be equal to or greater than the number of sessions scheduled for the associated service. Otherwise, the session pass won’t appear when the client is booking the service.
  • Unlimited visits – There is no limit to the number of visits for which the session pass can be used.
  • Time-based pass – The session pass can be used for the specified number of minutes or hours. These types of session passes can be used to pay for appointments or Book-A-Spot assets with set durations that are shorter than or equal to the set duration of the session pass.
    • When paying for an appointment or asset with this type of session pass, the duration of the appointment or asset is subtracted from the remaining duration of the session pass.
    • If the duration of the appointment or asset is longer than the duration of the session pass, the pass can’t be used to pay for the appointment or asset.
    • Any used, upcoming, or remaining time on the session pass is displayed in minutes on a client’s Overview page and Passes & Memberships page, regardless of whether the duration was set in hours in the session pass’s settings.

NoteThe system may automatically apply visits from an auto-renewing session pass to upcoming booked sessions, which may result in a negative balance of visits on the session pass when Set number of visits is selected under Visit Restrictions. For example, a client owns an 8-session pass with 2 remaining visits. The client is booked into a recurring appointment for 4 sessions. Four visits are removed from the session pass, resulting in a balance of -2. When the session pass renews with 8 visits, it’ll have 6 visits remaining.
PriceThe price of the session pass.

NoteChanges to this setting won’t apply to previously sold Purchase Options. For example, if you increase the price of a Purchase Option from $50 to $60, any previously sold Purchase Options will still reflect the old price, which is $50.
TaxesDetermines whether taxes are applied to the session pass upon purchase. Your choices are:

  • Charge taxes – Select the checkbox for each type of tax that applies to the session pass.
  • Do not charge tax – No taxes will be applied to the session pass.
SummaryA summary of the session pass payments including taxes.
Select Activation DateDetermines when the session pass will be activated. Your choices are:

  • First Visit – The pass will be activated on the date of the first session attended by the session holder.
  • Sale Date – The pass will be activated on the date the session pass is purchased by the client.
  • Choose a date – The pass will be activated on the date chosen.
Select ExpirationDetermine how and when the session pass expires. Your choices are:

  • Does not expire – The session pass doesn’t expire.
  • Expires [duration] [time period] after first visit – The session pass will expire in the specified amount of time after the first session booked with the session pass occurs. If the session pass is set to expire in one day, it will expire by the end of the day on which the session occurs.
    • If you set a session pass to expire after a certain number of days using the Expires [duration] [time period] after first visit setting, you will also have the option to create this session pass as a non-sequential day pass. For more information see Session pass advanced settings.
  • Choose expiry date – The session pass will expire on the selected date.
    • When the session pass expires, the ACTIVATE ITEM option is automatically set to OFF.
    • If the session pass has expired before it has been sold to a client, you can only change the ACTIVATE ITEM option to ON after you update the expiry date under Choose expiry date.
    • If the session pass has expired after it has been sold to a client, you can’t set the ACTIVATE ITEM option to ON. To sell this session pass again, you must create a new session pass with the same settings.

NoteIf all visits on an auto-renewing session pass are used before the expiration date of the session pass, the session pass will renew after the service ends.
After ExpirationDetermine what happens after the session pass expires. Your choices are:

  • Do nothing – The session pass simply expires.
  • Auto-renew – The session pass will automatically renew after the expiration date or after all visits on the session pass, as determined under Visit Restrictions, have been used. A session pass on hold will still auto-renew.
  • Auto-convert – The session pass will be converted to the selected Purchase Option after it expires. You can mark whether the conversion is an Upgrade, a Downgrade, or of Equal Value. For more information about converting Purchase Options, see Setting a Purchase Option to convert.

Additional options are available when the Auto-renew or Auto-convert to options are selected:

  • Enable client control – Clients can opt out of the session pass conversion or auto-renewal. The option to opt out is only available on the Client Web App and can’t be accessed on the Achieve Client App.
  • Disable client control – Clients can’t opt out of the session pass conversion or auto-renewal via the Client Web App. Only staff members can allow clients to opt out of conversion or auto-renewal.

If the Auto-renew option is selected, additional options are available when the Purchase Option Service Category for the session pass is set to Appointments:

  • Automatically reconcile unpaid visits upon auto-renew – If this option is enabled, any unpaid visits for previous sessions will be automatically paid for when the session pass renews. A session pass on hold will still automatically reconcile unpaid visits.
  • Do not reconcile unpaid visits upon auto-renew – If this option is enabled, any unpaid visits for previous sessions won’t be automatically paid for when the session pass renews. These sessions will need to be manually reconciled. For more information, see Reconciling an unpaid visit.

If you modify the expiration behavior of a session pass that has previously been sold and try to save your changes, a confirmation popup is displayed with the following options:

  • Apply to previously sold Purchase Options – If this option is set to ON, your changes will be applied to session passes that clients have purchased, and the following option will be displayed:
    • Apply to previously sold and edited Purchase Options – If this option is set to ON, your changes will be applied to session passes that clients have purchased and that have been individually modified.

The confirmation popup also displays the total number of clients affected by this change. Click the number to display a list of all affected clients.

When modifying the expiration settings, keep the following information in mind:

  • If a session pass is set to auto-renew and its remaining visits are used to book sessions in the future, the session pass won’t auto-renew until the client’s attendance is marked as Attended, Late Cancel, or No Show for the upcoming sessions.
  • If you enable Auto-renew and the Clients can only book sessions within their current paid period booking policy is set to OFF, clients can book services that take place after the session pass’s expiration date.
Access to AppointmentsThis setting will be displayed if you’re creating a session pass using the Appointments Purchase Option Service Category. Select the checkbox next to each appointment type the session pass can be used for, or select the Select All checkbox.
Access to AssetsThis setting will be displayed if you’re creating a session pass using the Assets Purchase Option Service Category. Select the checkbox next to each Book-a-Spot asset type the session pass can be used for, or select the Select All checkbox.
Online Store CategoryThe category or categories that this session pass is listed under in the store.
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