Skip to content
$349
Get it · $349 Try demo
Sign in

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 live demo
See the one-time price

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.

$18

drop-in class

~40

classes a week

$65

a PT session

1

person at the desk

The gym's public page with its pass products and open hours

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 sale and scan workflow shows the tool itself. Compare other trade patterns in the industry guide. Running several locations? Clubs scope staff to a site; the multi-tenant loyalty software page covers the architecture.

Achievements

Achievement strategy for Ironclad Fitness.

The intro pass and 10-class pack remain the products Ironclad sells. Achievements show whether a new member uses the pass and builds a weekly class habit. They do not manage class bookings, memberships, or access control.

Reward Loyalty provides a curated catalog of predefined, one-time milestones. Names, thresholds, measured events, and formulas stay fixed. The business chooses which achievements to activate and whether to attach a reward; reward dates and grant caps remain configurable. Read the achievement setup guide before switching the program on.

First pass used

A member uses an Ironclad prepaid pass for the first time at the desk.

The first class matters more than the pass sale. It moves a $39 intro offer from paid intent into attended behavior.

Reward or recognition
Recognition in the wallet. The intro pass already carries a discount across three classes.
Guardrail
Staff must record the pass use. A sold pass, product-page view, or booking in another system does not earn it.
30-day check
Compare First pass used awards with intro passes sold. A wide gap means buyers need an arrival prompt or desk staff miss scans.

4-week regular

A member records a pass use or other qualifying loyalty action in four weeks in a row.

Four weeks captures the first routine after the intro offer without demanding a specific class format the product cannot count.

Reward or recognition
Recognition with no free class. The 10-class pack conversion remains the next commercial step.
Guardrail
Choose the correct week start before launch. Pausing the program during a planned closure stops progress; resume does not back-count the gap.
30-day check
Read weekly participants and near-milestone members. A drop at week three points to onboarding or class-fit trouble, not an achievement threshold issue.

8-week regular

A member records a qualifying loyalty day in eight weeks in a row.

Eight weeks distinguishes a class habit from a short January burst and reaches past the intro-pass window.

Reward or recognition
A personal Guest Class voucher, redeemed while the member attends and valid for 30 days.
Guardrail
Create a free-product Guest Class voucher before attaching it, set a grant cap, and state that the earning member must redeem it at the desk.
30-day check
Track eight-week awards, vouchers granted and vouchers used. High grants with low use means the guest offer or validity window needs work.

10 loyalty days

A member records activity on ten different Ironclad dates.

Ten dates recognizes attendance even when travel or illness breaks a weekly run. It fits pack users who train in bursts.

Reward or recognition
Recognition with no reward. The member has received value from the intro pass and any pack discount.
Guardrail
One date counts once, even after two classes on one pass. Staff can deduct two uses, but the achievement still records one loyalty day.
30-day check
Use the 80 percent progress segment to count members at eight or nine days and compare it with ten-day awards after 30 days.

Launch order: Start the intro pass, desk scan, and expiry reminder first. Add First pass used when staff record pass visits without gaps. Add weekly runs after the first month, then test one capped guest-class reward at eight weeks.

If you attach a reward, set its dates and grant cap before launch, then check delivery and usage in the partner dashboard. The achievement reward limits guide explains the exposure preview, delivery rules, and repair path.

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.

ProductUsesValid forPrice
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 front desk sell screen with the purchase code a new member scans
The front desk screen that ticks one class off the pass
An intro class pass in the member's wallet with one visit left

The pre-class rush.

  1. 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.
  2. Two on one pack: stepper to 2, one scan.
  3. Sell: known members from their profile, new customers via the purchase QR.
  4. PT sessions: the trainer scans the PT pack at the start of the session, same flow.
  5. 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.

The class pack product page with its price and the buy-at-the-counter code

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.

The pass dashboard for the gym's products with sold counts and unused visits

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. Fix scan gaps, then enable First pass used; wait until day 60 to judge enough weekly-run progress for a guest-class reward.

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.

The gym's saved segments with live member counts

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.

Built for businesses people come back to The salon and barbershop playbook All playbooks

Sell the pack, count the visits.

One license, $349 once. The demo gym is open, no signup needed.

Open the live demo Buy now

Prepaid passes · Segments · Vouchers · One install