On the Passes & Memberships page of a client profile, you can view and manage the passes, memberships, packages, events, gift cards, and drop-ins 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:
- 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. - In the list of clients displayed, click the client’s name.
- On the side menu, click Account.
- On the Account menu, click Passes & Memberships. The client’s Passes & Memberships page is displayed.
- Click the Customize button
to determine which columns are displayed in each category of the Passes & Memberships page. For more information, see Headings on the Passes & Memberships page. - Click the Action button
next to an item on the page to make changes to the item or email or print receipts. For more information, see Actions on the Passes & Memberships page. - Click Detailed calculation log >> to display the visit information for a client’s session pass or membership with an attendance restriction. For more information, see Headings on the Passes & Memberships page.
- Click the Customize button
Headings on the Passes & Memberships page:
| Heading | Description |
| Item Name | The 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:
NoteThe detailed calculation log is a feature in beta testing and may not always show expected results. NoteThe detailed calculation log for memberships with a set number of visits per payment cycle will instead track visits per calendar cycle if one of the following is true:
To update the detailed calculation log to display visits based on payment cycle, you must modify that membership to use Classic hold rules and ensure that the attendance restriction is consistent with the payment cycle. For example, if the membership auto-payment takes place every week, then the attendance restriction must be applied every week. |
| Action | Click 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. |
| Status | The status of the item. Statuses include Active, Inactive, and Expired. |
| Details | Notes that have been made about the item, including whether the pass or membership has been Shared, Transferred, or Deactivated. |
| Payment Method | The method through which the automatic payments for the Purchase Option are paid. To change the payment method, click the Edit button NoteIf a family member is set up to pay for the client, only the family member’s available payment methods will appear. |
| Attendance Restrictions | Any restrictions that affect the use of the membership. For more information, see Attendance restrictions. This column is only available for memberships. |
| Remaining | The 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 drop-ins. 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. 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? |
| Used | The number of visits that have been reconciled using the Purchase Option. If the Purchase Option has been auto-renewed, this column shows the number of visits used since the most recent auto-renewal. This column is only available for packages, memberships, session passes, events, and drop-ins. Clicking on the number under this column will open the attendance history of the client who owns the item and display the details of the used visits. 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. NoteFor packages, the Used column shows the total number of used visits from all the Purchase Options included with the package. |
| Upcoming | The number of upcoming uses of the item. This column is only available for memberships, packages, session passes, events, and drop-ins. Clicking on the number under this column for memberships and events will open the attendance history of the client who owns the item. |
| Past Visits | The total number of visits that have been reconciled using the Purchase Option before its most recent auto-renewal. This column will only be displayed after the Purchase Option has automatically renewed at least once. Clicking the number under this column will open the attendance history of the client who owns the Purchase Option and list all the past visits made by the client before the Purchase Option’s most recent auto-renewal. |
| Waitlisted Sessions | The number of sessions of the event for which the client is on a wait list. This column is only available for events. |
| Purchase Date | The date on which the item was originally purchased. This date won’t change if the item is auto-renewed. |
| Paid By | The client who paid for the gift card. This column is only available for gift cards. |
| Price | The price of the gift card. This column is only available for gift cards. |
| With | The staff member who is hosting the service. Click the staff member to view their staff profile. This column is only available for events and drop-ins. |
| Location | The business location at which the service is hosted. This column is only available for events and drop-ins. |
| When | The date and time of the service. This column is only available for events and drop-ins. |
| Expires | The date on which the Purchase Option expires. If the Purchase Option doesn’t expire, Never expires will be listed in this column. This column is only available for Purchase Options. |
| Terminates | The 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 price | The 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 drop-ins. |
| Next Auto-Renewal | The date of the next auto-renewal of the membership. This column is only available for memberships. |
| Last Auto-Renewal | The date of the most recent previous auto-renewal of the membership. This column is only available for memberships. |
| Start Date | The 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 Price | The 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 Payment | The 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 Price | The 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-Renew | If 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 ID | The Purchase ID for the sale. The Purchase ID can also be found next to the Purchase Number on the receipt. |
| Staff Commission | If a staff member has received commission for the purchase, the staff member is listed here. Click the staff member to view their staff profile. |
| Commission | The pay rate used to apply the staff member’s commission. This column is only available for memberships, session passes, events, gift cards, and drop-ins. |
| Pay rate | The pay rate used to apply the staff member’s commission. This column is only available for packages. |
| Point of Sale | The point of sale from which the item was purchased.
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, select a payment method, then click the Apply button 
.Actions on the Passes & Memberships page:
| Action | Description |
| Attendance history | Select 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 Option | Select 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 schedule | Select 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 hold | Select 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 hold | Select 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 recipient | Select 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 details | Select this option to view details about the gift card. This option is only available for gift cards. |
| Transfer | Select 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. |
| Manage staff commission | Select 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 drop-ins. For more information, see Managing commissions for staff members. |
| Email receipt | Select 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 receipt | Select this option to print a receipt for the purchase of the item using a regular printer. For more information, see Printing receipts. |
| Receipt printer | Select this option to print a receipt for the purchase of the item using a receipt printer. For more information, see Printing receipts. |
| Refund | Select this option to refund the purchase of the item. For more information, see Refunding a transaction or purchase. |
| Convert | Select this option to convert the session pass or membership into a new Purchase Option, after expiry. For more information, see Setting a Purchase Option to convert. This option is only available for memberships and session passes. |
| Cancel [membership/event] | Select 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. |
| Deactivate | Select this option to deactivate the package, session pass, or gift card. This option is only available for packages, session passes, gift cards, and drop-ins. |
| Activate | Select this option to reactivate a canceled or deactivated item. |
