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.

Family ownership

Every purchased activity pass is linked to the buyer’s family account. This means:

• The pass appears in the family’s customer profile under activity passes
• Any family member can redeem the pass at checkout unless Single user only is enabled
• Staff with the Financial Dashboard permission can view all purchased passes across families, while customers only see passes belonging to their own family

Redeeming a pass

When a customer with an active pass books an eligible activity, they can apply the pass at checkout. The checkout page displays a prompt — “Have a code or activity pass? These can be redeemed at checkout.” — so customers know they can use their 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.

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

Managing purchased passes

You can view and manage purchased activity passes from the activity passes section of the financial dashboard. Open a purchased pass to see its details, including the owning family, redemption history, and any restrictions.

Staff with the Financial Dashboard permission can view and edit all purchased passes. Customers can only view passes belonging to their own family from their profile.

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 expiry date

You can extend or shorten a purchased pass’s expiry date. Open the purchased pass and update the expiry date. The new date must be after the pass’s original start date.

Update allowed sessions

You can change which activities a purchased pass can be redeemed against after it has been sold. This is useful if you add new sessions to your schedule and want existing pass holders to be able to use them, or if you need to remove a session that is no longer running.

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.

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 at checkout

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.

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.