Selling and scanning.

Staff handle passes from the same counter screens as points and stamps. There are two moments: the sale, and each later visit.

Selling a monetary pass

Choose the member and monetary product, or use Sell a pass to hand over a purchase code. Check the product, fixed value and currency. Take payment at the counter, select the external record type, enter its actual receipt or invoice reference, and confirm payment received. The full face value becomes credit; there is no discount or price override.

A purchase code represents a recorded sale. Ask the customer to scan it, read the terms and confirm the claim. If the code expires, use Replace purchase code on that sale. Do not record payment again. Reopening a completed sale shows its record; Start a new sale creates a separate purchase only when another payment has been taken.

Using monetary credit

Open the member's specific pass. Check the business, member and short pass reference, especially when the customer holds two passes of the same product. Enter the purchase amount and actual external receipt reference. The form shows the remaining balance after that purchase before you confirm.

A successful result states the credit used and the resulting balance. If the result is uncertain, check the original operation and retry that same operation if necessary. Do not start a second purchase to recover a missing response. If another device changed the balance, review the current amount before confirming again. A pending refund or integrity restriction blocks checkout.

In the displayed transaction's history, Reverse spend restores that entire purchase once. Staff can reverse only their own spends in their current club. Choose the controlled reason and check the amount; the action restores pass credit and sends no money. Record any fiscal correction externally. A partial correction requires reversing the full mistaken spend, then recording the correct purchase with a new receipt reference.

Monetary history does not accept receipt photos or free-text notes. Keep those in the external system and record only its reference here. The following price overrides, visit quantities, attachments and visit undo instructions apply to visit passes.

Selling to a known member

The customer pays at your counter first, like any purchase. Then:

1. Open the member by scanning their QR code or from the search, then tap Sell a pass on their customer overview.
2. The passes hub opens as a pushed screen. The member's card sits at the top; below it are their active passes and, under Sell a pass, your club's products with their prices.
3. Tap a product. The sell screen shows the pass name, its terms (visits · valid days), and a Price charged field prefilled from the product. Adjust it if you charged a different amount; the platform records it for reports and no money moves through the app.
4. Tap Sell pass. On the result screen, you see the price and pass uses. The member receives the pass in their wallet and an email receipt.

The back arrow at the top left returns to the passes hub. If you changed the price field, a discard prompt asks you to confirm before leaving.

Selling a pass counts as activity with the business, the same as a first stamp. A brand-new customer becomes an active member from this moment. A customer who already held one of your cards showed on your member list as Not active yet, and the sale makes them active.

Selling the same product to a customer who still holds a pass creates a separate pass with its own count and validity. The active-pass list puts the pass expiring first at the top.

Selling with a purchase code (no member search)

The Sell tab in the bottom navigation lets you sell without opening a member at all, useful for brand-new customers who are not in the system yet.

1. Tap the product from the list. Each row shows the pass name, its terms, and the price.
2. On the confirm screen, adjust the price if needed and tap Show QR code.
3. The QR screen shows a large code. Ask the customer to scan it with their phone camera. The pass lands in their wallet on the spot, attributed to you. If they are not signed in yet, the app asks them to sign in or register first, then completes the purchase.

The code is signed, expires after a few minutes, and works once. The back arrow at the top left returns to the template picker.

A member can also start the purchase from their side: the pass's public product page shows a Buy at the counter code. Scanning that with your scanner opens the regular sell confirm for exactly that member and pass.

Ticking off visits

On each visit, the member shows the QR on their pass. Scanning it opens the use screen for that exact pass:

1. The screen shows the member's card at the top, then the pass name, remaining visit count, and expiry date in the commit zone, so you can confirm the right pass before tapping anything.
2. Set the number of visits to tick off in the Visits field. It defaults to 1; two friends sharing one 10-pack is a 2.
3. Tap Confirm visit. On the result screen, you see the visits used and the remaining count.

You can reach the same screen without the member's phone: open the member's customer overview and tap the pass row in the Prepaid passes section. It goes straight to the use screen.

When a member holds more than one pass of the same product, check the expiry and remaining visits before confirming. The list puts the pass expiring first at the top; scanning a pass's own QR code opens that specific pass.

A pass that is used up or expired shows a notice instead of the form, no way to record a visit by mistake. The back arrow at the top left returns to the customer overview.

Adding a private photo or note

The sell screen and the use screen each carry an optional Add a photo or note block, collapsed at the bottom of the form. Open it to attach a photo, such as the paper receipt, and a short note about the sale or the visit.

Both fields are for your team only. The photo and note show on the pass visit history for staff and in the partner and admin dashboards, and never on the member's own pass page. This works the same way as the photo and note on points and stamps, and both fields are optional, so you can leave them empty on a normal sale or visit.

Looking up a member's past passes

When a pass is used up or expires it leaves the active list, but it is never lost. On a customer's overview, a calm Past passes row appears beneath their active passes with a count of how many they hold with you. Open it to reach the passes hub.

There, below the active passes and Sell a pass sections, a Past passes list shows the used-up and expired passes, the most recent first. Each row names the pass, marks it as used up or expired, and shows its end date. Tap a row to open that pass's full visit history, including any internal note and receipt photo. When a customer has a long history, the list pages through Previous and Next, so every past pass stays reachable.

This is a read-only record. Selling and ticking off visits stay with the active passes above, so an old pass can never take a visit by mistake. If your plan later stops including prepaid passes, these histories stay readable. You can no longer sell passes or record new visits.

Undoing a recent visit

Scanned a 2 that should have been a 1, or the wrong member? You can undo from two places, each with a confirm step:

• On the member's passes hub, the recent activity section has an Undo recent visit button.
• From the customer overview, tap the history icon on the prepaid-pass row to open that pass's visit history. It carries a Use pass button to record another visit and the same Undo recent visit correction below the card.

Confirming restores the visits and writes the reversal as its own entry in the history. The original scan stays on the record. Each scan can be undone once. The undo covers only your own scans that have not already been undone; for an older visit or a colleague's scan, the partner uses Delete last visit in the dashboard.

Unlimited passes

Unlimited passes go through the same use flow. Nothing counts down; each confirm records the visit for the history and keeps the pass active until its validity window closes.