Activity passes

Sell prepaid session bundles that customers can redeem against future bookings.

Activity passes are prepaid bundles that give customers a set number of sessions to use over time. They are ideal for regular attendees who want a better per-session price without committing to a membership.

Create an activity pass

1. Open activity passes

   Navigate to your activity passes section and select Create Pass.

2. Set basic details

   Enter the pass name, description, and upload an optional image.

3. Configure pricing and validity

   Set the price, max redemptions, and expiry. Expiry can be a number of months after purchase or a fixed date.

4. Set redemption rules

   Choose which activities the pass can be redeemed against. Optionally enable Single user only to restrict the pass to one family member (see below).

5. Set purchasing rules

   Choose whether the pass is available to anyone or restricted to membership holders. If members-only, select which memberships are eligible.

Single user only

By default, an activity pass can be used by any participant in a booking. When you enable Single user only, the pass is locked to a specific family member chosen at the time of purchase.

• During checkout, the buyer selects which family member the pass is assigned to.
• Only bookings that include that specific user will have the pass discount applied.
• Confirmation emails display the name of the restricted user so both you and the customer know who the pass belongs to.
• If the pass is also restricted to certain memberships, only family members who hold a qualifying membership can be selected.

This is useful when you want to ensure a pass is non-transferable — for example, a 10-session pass that should only be used by one child rather than shared across the family.

Redeeming a pass

When a customer with an active pass adds an eligible activity to their basket, the pass is automatically applied — the customer does not need to enter a code or manually select the pass. Each booking deducts uses from the pass balance based on the number of participants. For example, a booking with three participants deducts three uses.

Auto-apply works across all active passes the customer holds. If a customer has multiple passes that cover different activities, each pass is applied to its matching items in the same basket.

Passes are applied when items are added to the basket, not at the final checkout step. Customers see the discount reflected in their basket total immediately.

Activity pass discounts stack with other discounts, so customers can combine a pass with promotional codes or membership benefits.

If a customer removes from their basket the booking that the pass discount was applied to, the orphaned pass discount is removed automatically. The customer’s pass balance is restored, so they can use the redemptions on a later booking.

Promote passes as upsells

You can configure an activity pass to appear as an upsell when a customer books a related session. The booking wizard shows the pass alongside the session being booked, including its price and the number of redemptions included, so customers can buy a pass on the spot to save on future visits.

Single-user-only and archived passes are not eligible as upsells — only passes available for general purchase appear in the booking wizard.

Activity pass upsells are also suppressed when the customer already has enough remaining redemptions on their existing passes to cover the booking they are making. This prevents customers from being prompted to buy a pass they don’t need.

Viewing purchased passes

You can view purchased activity passes in two places:

• Financial dashboard — the activity passes section shows all purchased passes across your business.
• Customer profile — the Activity Passes tab on a customer profile shows passes belonging to that family. This is useful when you need to check a specific customer’s passes without leaving their profile.

Open a purchased pass to see its details, including the pass code, purchase date, expiry date, remaining redemptions, restricted user, and eligible activities.

Managing redemptions

You can manually adjust the redemption balance on a purchased activity pass. Open a purchased pass and select the actions menu (three-dot icon) to see the available options.

Deduct redemptions

Use Deduct Redemptions to manually reduce the number of remaining redemptions. Enter the number of redemptions to deduct and select Save. The value must be a positive number and cannot exceed the current remaining balance.

Change the restricted user

If a pass has Single user only enabled, you can change which family member the pass is assigned to after purchase. Open the purchased pass and select Edit next to the Restricted To field. Search for a user, select them, and save. You can also remove the restriction entirely by selecting Not restricted to a user.

You can only assign the pass to an active user. Archived users cannot be selected as the new restricted user.

If the currently restricted user has been archived, their name displays with an (archived) label so you can quickly identify passes that may need reassignment. You can click the restricted user’s name to view their profile directly from the pass details.

Updating eligible activities

When you edit an activity pass template and change which activities it can be redeemed against, all active purchased passes are automatically updated to match. You do not need to manually update each purchased pass individually.

For example, if you add a new session to an activity pass, every customer who holds an active pass of that type can immediately redeem it for the new session.

If you remove all activities from a pass template, purchased passes are automatically disabled and cannot be redeemed until you add at least one activity back. This prevents passes from being applied to sessions they were not intended for. Once you add activities again, all purchased passes are re-enabled and updated with the new session list.

Seasonal passes

If your business has seasonal patterns, consider creating passes with expiry dates aligned to your seasons. For example:

• A summer kayaking pass that expires at the end of September
• A winter climbing pass with a fixed three-month validity
• An off-peak pass with restricted redemption to weekday sessions

Pair seasonal passes with discount codes for early-bird pricing to encourage advance purchases.

Accounting

If you use Xero accounting sync, assign accounting categories to your activity passes. This ensures revenue is categorized correctly on Xero invoices.

Troubleshooting

Activity pass not applying automatically

Verify that the pass is not expired, has remaining redemptions, and the booked activity is included in the pass’s eligible activities. If the pass has Single user only enabled, confirm the correct family member is included in the booking. Also check that the customer is logged in — passes can only be matched to a customer’s account when they are signed in.

Activity pass is disabled after editing

If you removed all activities from the pass template, purchased passes are automatically disabled. Add at least one activity back to the template to re-enable them.

Customer cannot purchase a members-only pass

Check that the customer holds an active membership that matches the pass’s purchasing rules. If the pass is restricted to specific memberships, only holders of those memberships can buy it.

Related guides

Memberships

Offer recurring membership plans with automatic billing.

Discount codes

Create discounts that work alongside passes.

Online bookings

How customers redeem passes at checkout.

Family accounts

Manage family members and single-user pass assignments.