Use cases · Gyms & studios
How to sell class passes
at a gym or studio.
A class pass system sells the pack up front and counts visits down: a 10-class pack at $150, valid 120 days, scanned at the front desk before class. Reward Loyalty tracks the visits, the expiry, and the final-week reminder email; your booking calendar stays whatever it is today. The worked example on this page is a small gym that ladders a $39 intro pass into the 10-pack.
Open the Ironclad Fitness demo
Point your phone camera here to try the live business page.
The gym in this playbook.
Ironclad Fitness is a fictional gym from our demo world, run here by an owner we call Dana: group classes, personal training, one person and a tablet at the desk. Nothing on this page is a customer story. The settings are the values we would enter on day one.
The problem: drop-ins never commit, punch cards live in a spreadsheet the desk mistypes, and month-to-month members slip away without a word. The goal: prepaid class revenue, a clean count of who is active, and a nudge before a pack dies.
Up front: this is not gym management software. No class booking, no membership billing, no door check-in. It sells the pack and counts the visits, and it does that well.
drop-in class
classes a week
a PT session
person at the desk
The plan: three products, one ladder.
Prepaid passes carry the whole program. Three products ladder the commitment, and two saved segments plus one email do the retention work. No points at launch; a gym sells attendance, and passes count it.
Intro Pass — 3 Classes
$39, valid 30 days
The cheap yes for first-timers. Try the timetable before you commit.
Class Pack — 10 Classes
$150, valid 120 days
The core product: $15 a class against an $18 drop-in, scanned at the desk.
PT Pack — 5 Sessions
$300, valid 180 days
High-ticket prepay with the same scan; the trainer ticks each session.
The prepaid pass features page shows the tool itself. Running several locations? Clubs scope staff to a site; the multi-tenant loyalty software page covers the architecture.
Set it up: six steps.
1. Business page and staff accounts
Branding first, then one staff account for the desk and one per trainer who scans. Undo rights are per person. Docs: business settings · staff accounts
2. Create the three pass products
Prepaid passes → Create, three times. Two dials each: number of uses and days of validity.
| Product | Uses | Valid for | Price |
|---|---|---|---|
| Intro Pass — 3 Classes | 3 | 30 days | $39 |
| Class Pack — 10 Classes | 10 | 120 days | $150 |
| PT Pack — 5 Sessions | 5 | 180 days | $300 |
One sentence of content each ("Any group class on the timetable."). Sold passes are snapshots: a price change touches future sales only. Docs: create a pass product
3. Print the desk codes
QR studio: each product's purchase code at the desk, the business page code on the door. Docs: brand your QR code
4. Arm the win-back
Create a free-class voucher ("One group class", single use), then pick it on the club form: 30 days of inactivity, valid 14. When a member goes quiet for a month, the nightly sweep sends one class on the house, once. Docs: win-back rewards
5. Save two segments
"Expiring this fortnight" (active pass expiring within 14 days) and "Walked away with visits left" (an expired pass with unused visits). The first gets the top-up email; the second is the churn list worth a call. Docs: member segments
6. Confirm the expiry sweep runs
Health center → Scheduled tasks: the daily sweep marks expiries and sends one reminder per pass entering its final week with visits left. Docs: the expiry task
Launch: three classes, $39.
The intro pass is the whole launch: every first-timer gets the pitch in the minute after class, while the endorphins argue for you.
The desk sign
Try three, then decide.
Three classes for $39, valid a month. Buy at the desk, scan on the way in.
The desk line
"First time? The intro pass is three classes for $39, it's on your phone in ten seconds. Scan this and you're set for Thursday."
New customer, no account: the desk taps Sell a pass, picks the product, and shows the purchase QR. The customer scans, registers, pays at the till, and the pass lands in their wallet.
The upgrade line, on the intro's last visit: "That's your three. The ten-pack works out at $15 a class."
Mistakes to avoid: selling passes without saying how booking works (book the class the way you already do; the pass only pays for it); creating an unlimited-forever product (unlimited visits require a validity window by design); letting trainers share one staff login.
The pre-class rush.
- Scan: members hold their pass QR up at the desk, the desk confirms, next. The count drops on their screen before they reach the mat.
- Two on one pack: stepper to 2, one scan.
- Sell: known members from their profile, new customers via the purchase QR.
- PT sessions: the trainer scans the PT pack at the start of the session, same flow.
- Fix: undo your own mis-scan from the pass history; anything older is Dana's Delete last visit.
One member, worked forward.
Week 1. Sam drops in, pays $18, dislikes having paid list price, and buys the Intro Pass after class. Three scans over three weeks.
Week 3. The upgrade line lands on the intro's last visit; Class Pack purchased, $150 in the till.
Week 12. Four classes left, sixteen days on the clock. The "Expiring this fortnight" email goes out, followed by the product's own final-week reminder.
Week 16. The pack expires with one class unused; Dana sees it in the breakage count. Thirty days of silence later the win-back voucher lands: one class on the house. Sam returns, and the desk sells the next pack.
Read the numbers.
The pass dashboard renders each product in its real design with views, passes sold and revenue recorded, visits used, and active passes, so intro-to-pack conversion reads at a glance.
The number owners forget sits at the end: unused expired visits. Paid, never used, gone. Margin and churn in one figure.
Below the dashboards, every scan lives in an append-only ledger, exportable as CSV, TSV, or JSON.
30, 60, 90.
Day 30
Intro passes sold against first-timers through the door (a paper tally in week one) under one in four? The desk script is not landing; move the pitch to the trainer's class-end announcement.
Day 60
Intro-to-pack conversion under one in three? The $150 jump is too steep: introduce a 5-class middle rung at $80. That is a new product, not an edit.
Day 90
Breakage over 15% of sold visits? Validity is too short for real attendance; sell the next pack at 150 days. Review "Walked away with visits left" monthly and let the win-back voucher do the outreach.
Questions
Before the desk sign goes up.
How does a 10-class pass work?
The member pays once at the desk, the pass lands in their phone's wallet, and staff scan one visit off before each class. The pass counts down from ten and expires on its validity date; the member gets a receipt at sale and one reminder in the final week.
What should a 10-class pack cost?
Price it against your drop-in. At an $18 drop-in, a 10-pack at $150 works out to $15 a class: enough of a saving to commit, not enough to undercut the schedule. The worked example also ladders a $39 intro pass in front of it.
How does the front desk track visits?
One scan. The member shows the pass QR, the desk confirms the visit, and the count drops on the member's screen. Every scan sits in a ledger with the staff member's name, and a mis-scan can be undone once by whoever made it.
Can two people share one pass?
The pass itself is personal and non-transferable, but the use screen has a visits stepper: two friends training on one pack is a single scan set to 2.
What happens when a pass expires with visits left?
The visits lapse and the dashboard counts them as unused expired visits. That number is margin and a churn warning at once. A segment of passes expiring within a fortnight lets the desk sell the next pack before it happens.
Does this replace booking or membership software?
No. Reward Loyalty sells the pack, counts the visits, and sends the reminders; class booking and membership billing stay whatever they are today. If you need door check-in and recurring billing, that is a gym management suite, and this is not one.
Sell the pack, count the visits.
One license, $349 once. The demo gym is open, no signup needed.
Prepaid passes · Segments · Vouchers · One install