Buyer guide · Prepaid passes
Prepaid passes turn future visits into a clear package.
A pass sells defined future uses in advance. It works best when the service, eligible use, price, expiry, and redemption routine are easy to verify.
- Payment
- Collected at the till
- Pass shapes
- Counted or time-limited unlimited
- Member view
- Balance or validity, QR, and history
Short answer
Start with the operating rule.
Use a prepaid pass when the customer can buy a defined service package before future visits. Reward Loyalty records the product, counter sale, counted uses or unlimited validity, expiry, and visit history. Payment stays at the till. A pass is a prepaid product, so it should not be presented as another loyalty discount.
Who it fits
Use this model when the work matches.
A feature can exist in the product and still be the wrong starting point for a business. These conditions make the recommendation useful.
The service has a repeatable unit
A wash, class, treatment, day entry, or other named use can be priced and verified the same way at each visit.
Upfront commitment helps both sides
The customer receives a clear package price while the operator secures revenue before every included visit occurs.
The business can manage the liability
Unused visits, expiry, refunds at the till, and peak-time capacity need an operating policy before staff sell the first pass.
Setup
Configure the decisions in this order.
The order keeps presentation work from hiding an unresolved commercial or operational rule.
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1
Define the eligible use
Name what one visit covers. Keep upgrades, guests, premium times, and extras outside the pass unless their cost is included.
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2
Choose counted or unlimited
A counted pass carries a fixed number of uses and may have an expiry. An unlimited pass needs a validity window.
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3
Price the complete package
Compare collected revenue with the cost and capacity of every possible use. Decide how much saving, if any, the upfront commitment earns.
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4
Configure sale and validity
Set the club, customer-facing name, content, use count, validity, recorded price, availability, and wallet design.
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5
Test sale, use, and reversal
Run the known-member sale, purchase-code sale, pass scan, multiple-use entry, and undo flow with the staff who will operate them.
Operating workflow
What happens after launch.
The workflow matters because every extra counter decision raises training cost and increases inconsistent treatment.
Customer pays at the till
Reward Loyalty records the price charged but does not process the payment.
Staff issues the pass
Staff sell from the member record or show a signed, short-lived purchase code to a new customer.
Member holds the pass
A counted pass shows its remaining uses. An unlimited pass shows its validity window. Both expose the pass QR and visit history.
Staff records each use
The scan opens the exact pass. Staff confirm the quantity for a counted pass or record another visit against an unlimited pass.
The system closes the lifecycle
Used-up and expired passes remain in history. The scheduled task closes lapsed passes. The final-week reminder applies to expiring counted passes that still have visits left, not unlimited passes.
Product and operating limits
Know the boundary before launch.
A clear limit protects the buyer from choosing the feature for work it does not perform.
- Members buy passes at the counter. Reward Loyalty does not take the payment or provide a built-in online checkout for passes.
- Passes do not auto-renew and cannot move between members. Handle refunds and payment disputes through the till where the money moved.
- Editing or deleting a pass product does not rewrite passes already sold. Members keep the terms captured at sale.
- A pass can coexist with points, stamps, vouchers, or achievements. Avoid rewarding the same purchase and every pass use through several overlapping mechanisms.
Implementation guides
Continue in the current product documentation.
Each link opens the setup or operating workflow behind the recommendation above.