Viewing a client’s Passes & Memberships page

On the Passes & Memberships page of a client profile, you can view and manage the passes, memberships, packages, events, gift cards, and single sessions that a client has purchased.

For a session pass or membership with an attendance restriction, you can view a calculation log that displays detailed visit information, such as how many visits the client used, how many remain, and how many will carry over. Staff members must be assigned to a staff role with the View client passes and memberships permission to view calculation logs. For more information, see Staff role permissions.

In this article:

    To view a client’s Passes & Memberships page:

    1. On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
    2. In the list of clients displayed, click the client’s name.
    3. On the side menu, click Account.
    4. On the Account menu, click Passes & Memberships. The client’s Passes & Memberships page is displayed.

    Headings on the Passes & Memberships page:

    HeadingDescription
    Item NameThe name of the item, its priority level, and the services that can be accessed with this item. 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.

    To display visit information for a client’s session pass or membership with an attendance restriction, click Detailed calculation log >>. The title of the calculation log displays the period and whether the attendance restriction is based on a payment or calendar cycle. For example, if the attendance restriction renews on a monthly calendar cycle, the title will be month – calendar. The following information is also displayed:

    • Dates – Displays the start and end dates for an attendance restriction period. The dates shown are based on the start date of the purchase option and whether the attendance restriction follows a payment or calendar cycle.
    • TD (Total Days) – The total number of days in the attendance restriction period. This is a fixed value based on the restriction period. For example, if the attendance restriction is weekly, then the number of total days is seven.
    • AD (Active Days) – The number of days the purchase option is active during the attendance restriction period. The number of active days can change based on holds or customizations made to the start date of a purchase option.
    • AV (Added Visits) – The number of visits added during the attendance restriction period. This value is based on the number of active days, rather than total days, during an attendance restriction period.
    • UV (Used Visits) – The number of visits used during the attendance restriction period.
    • RO (Rolled Over) – The number of visits that were carried over from the last attendance restriction period.
    • ROT (Rolled Over Total) – The total number of accumulated rollover visits for the attendance restriction period.
    ActionClick the Action button in this column to open the action menu. From the menu, select the desired option. For more information, see Actions on the Passes & Memberships page.
    StatusThe status of the item. Statuses include Active, Inactive, and Expired.
    DetailsNotes that have been made about the item, including whether the pass or membership has been Shared or Transferred.
    Payment MethodThe method through which the automatic payments for the purchase option are paid.

    To change the payment method, click the Edit button , select a payment method, then click CONTINUE.

    NoteIf a family member is set up to pay for the client, only the family member’s available payment methods will appear.
    Attendance RestrictionsAny restrictions that affect the use of the membership. For more information, see Attendance restrictions. This column is only available for memberships.
    RemainingThe number of sessions available on the item that haven’t been applied to a visit. This column only appears for packages, session passes, events, and single sessions.

    NoteA client’s purchase option may have a negative number of remaining visits. For more information, see FAQ: Why Does this client’s purchase option have a negative number of remaining visits?
    UsedThe number of uses of the item that have already been used. If the membership or session pass has been auto-renewed, the number of uses since auto-renewal is listed.

    This column is only available for memberships, packages, session passes, events, and single sessions. Clicking on the number under this column for memberships and events will open the attendance history of the client who owns the item.

    NoteWhen a client books a service that requires staff approval, a visit from their session pass or membership won’t be used to pay for the booking until the request has been approved by a staff member.
    UpcomingThe number of upcoming uses of the item. This column is only available for memberships, packages, session passes, events, and single sessions. Clicking on the number under this column for memberships and events will open the attendance history of the client who owns the item.
    Waitlisted SessionsThe number of sessions of the event for which the client is on a wait list. This column is only available for events.
    Purchase DateThe date on which the item was originally purchased. This date will not change if the item is auto-renewed.
    Paid ByThe client who paid for the gift card. This column is only available for gift cards.
    PriceThe price of the gift card. This column is only available for gift cards.
    WithThe staff member who is hosting the service. Click the staff member to view their staff profile. This column is only available for events and single sessions.
    LocationThe business location at which the service is hosted. This column is only available for events and single sessions.
    WhenThe date and time of the service. This column is only available for events and single sessions.
    ExpiresThe date on which the purchase option expires. If the purchase option does not expire, Never expires will be listed in this column. This column is only available for purchase options.
    TerminatesThe date of termination for the purchase option. If no termination date is set, this column will be empty. This column is only available for purchase options.
    Total priceThe total price of the item and a breakdown of the total price, including the subtotal, taxes, discounts, and any other charges. This column is only available for packages, session passes, events, and single sessions.
    Next Auto-RenewalThe date of the next auto-renewal of the membership. This column is only available for memberships.
    Last Auto-RenewalThe date of the most recent previous auto-renewal of the membership. This column is only available for memberships.
    Start DateThe date on which the membership became active. If the membership has been auto-renewed, this date will reflect the date on which the auto-renewed membership became active. This column is only available for memberships.
    Purchase PriceThe purchase price of the membership and a breakdown of the purchase price, including the subtotal, taxes, discounts, and any other charges. This column is only available for memberships.
    Scheduled PaymentThe next scheduled payment of the membership and a breakdown of the scheduled payment, including the subtotal, taxes, discounts, and any other charges. This column is only available for memberships.
    Renewal PriceThe renewal price for memberships that auto-renew and a breakdown of the renewal price, including the subtotal, taxes, discounts, and any other charges. This column is only available for memberships.
    Auto-RenewIf the Auto-Renew option is set to ON, auto-renewal for the purchase option is enabled. If the option is set to OFF, auto-renewal for the purchase option is disabled. Click the option to turn auto-renewal on or off. This column is only available for purchase options.

    NoteIf you disable auto-renewal for a membership that has previous hold days, a confirmation popup is displayed to indicate that the duration of the membership will be extended by the same number of days.
    Purchase IDThe transaction ID of the purchase. Click the number in this column to view the purchase invoice.
    Staff CommissionIf a staff member has received commission for the purchase, the staff member is listed here. Click the staff member to view their staff profile.
    CommissionThe pay rate used to apply the staff member’s commission. This column is only available for memberships, session passes, events, gift cards, and single sessions.
    Pay rateThe pay rate used to apply the staff member’s commission. This column is only available for packages.
    Point of SaleThe point of sale from which the item was purchased.

    • If a purchase option is imported from another software, Imported will be displayed.
    • If a purchase option is imported from another software but the start date is set to a future date, this column will display the status as Undefined.

    Actions on the Passes & Memberships page:

    ActionDescription
    Attendance HistorySelect this option to view the client’s attendance history for the purchase option. For more information, see Viewing a client’s attendance history.
    Edit Purchase OptionSelect this option to view information about or make changes to the client’s purchase option. For more information, see Customizing an individual purchase option. This option is only available for purchase options.
    Payment ScheduleSelect this option to view or make changes to past and upcoming payment information for the membership. For more information, see Viewing or adjusting a client’s membership payment schedule. This option is only available for memberships.
    Put on holdSelect this option to place a hold on the membership or session pass. For more information, see Placing a membership on hold or Placing or modifying a hold on a session pass.
    Change HoldSelect this option to change the hold period for a membership or a session pass. This option will only appear for a membership or a session pass that has been put on hold.
    Re-send Email to Gift Card recipientSelect this option to re-send the email containing the gift card information to the recipient of the gift card. You may change the name and email address of the recipient when you select this option. This option is only available for gift cards.
    View DetailsSelect this option to view details about the gift card. This option is only available for gift cards.
    TransferSelect this option to transfer the purchase option to another client. For more information, see Transferring a purchase option. This option is only available for purchase options.
    Apply Staff CommissionSelect this option to choose a staff member who will receive commission for the purchase of the purchase option. This option is only available for purchase options, gift cards, and single sessions.
    Email ReceiptSelect this option to email a receipt for the purchase of the item to the client’s email address. For more information, see Emailing receipts.
    Print ReceiptSelect this option to print a receipt for the purchase of the item using a regular printer. For more information, see Printing receipts.
    Receipt PrinterSelect this option to print a receipt for the purchase of the item using a receipt printer. For more information, see Printing receipts.
    RefundSelect this option to refund the purchase of the item. For more information, see Refunding a transaction or purchase.
    CancelSelect this option to cancel the membership or event booking. For more information, see Canceling a client’s membership and Canceling an event booking. This option is only available for memberships and events.
    DeactivateSelect this option to deactivate the package, session pass, or gift card. This option is only available for packages, session passes, gift cards, and single sessions.
    ActivateSelect this option to reactivate a canceled or deactivated item.
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