Session passes are our most common product type. You can use session passes for any product where you need to restrict the session duration and have a start time, end time and session duration (eg 1 hour entry ticket or 3 hour weekend ticket). Session passes allow you to sell tickets for scheduled, time-based activities that occur at one or more resources in your venue.
This article outlines how to create and customize a session pass.
How it works
Watch the video for an overview of how to create a session pass.
Create a session pass
- From Venue Manager, go to Products > Create Product.
- Select Session pass.
- Add the product details, ticket types available for your product and configure any other settings you want. See below for the settings and options you can customize.
The settings and options you choose affect how the session pass is displayed to guests, where guests can purchase tickets and can make it easier for you to manage your session passes. You don't have to set up all of the available options. - Select Save and go to schedules to create the dates, days and session times the session pass product and its individual tickets are available for purchase. Learn more
- Add the pass to the online checkout and/or POS to sell to guests.
Add the product details
Enter the product details, add a product image, set the session duration and select all resources that apply to the session pass.
| Setting | Description |
|---|---|
| Product name | Enter the name for the product (required). |
| Short description | Enter a short description for the product. This is shown in the online checkout. Maximum of 150 characters. |
| Full description | Enter the full description. This description replaces the short description when the guest selects the product in the online checkout. |
| Terms & conditions | Add the product terms & conditions. This is shown in the online checkout and booking confirmation email. |
| Thumbnail image | Upload & save a product thumbnail image (JPG or PNG). This is shown in the online checkout and POS menu. Recommended file dimensions are 640 x 390 pixels (width x height). Once the image loads, pull and drag the crop marks to frame your image. Anything with a dark overlay is cropped out. |
| Reporting category | Select from your predefined reporting categories (GL codes). Learn more about reporting categories |
| Session duration | Set the duration of the session in minutes. You must enter a duration to save a session pass product. Make sure the duration in minutes is correct. Once you save the product, you cannot change the duration. This is the one product setting you can't change once saved. If you make a mistake, you are able to duplicate the product and then update the session duration there. |
| Resource | Resources control the amount of tickets that can be sold per session (capacity). Select the product resources you need for all your tickets. What you select here pre-populates the resources you can select when creating your ticket types below. You must always link a resource/s to your session pass product and tickets to make sure you never overbook and maximize your capacity in venue at any one time. Learn more about creating your resources |
Create ticket types
Create individual tickets available for sale for price differences (eg adult, child, concession, family, peak and off-peak tickets) or for anything you want to report on that's different from a standard admissions ticket.
- Select the placeholder Admissions ticket type to update its ticket details. See below for ticket details to update.
- When finished, select Done.
- Select Add ticket type to create a new ticket type and complete the ticket details.
Ticket details
| Setting | Description |
|---|---|
| Name | Enter the name for the ticket (required). |
| Price | Enter the price for the ticket (required). Do not leave this blank. You can set the price to 0 if it is free. |
| Resource | Select which resources (capacity and ticket availability) will be affected by sales of this ticket. The resources you can select here is determined by the resources you selected for the product overall above. Read on below to see how you can split time between two different resources for a ticket (eg activity time and party room). |
| Consecutive sessions | Consecutive sessions allow guests to book multiple hours and if you like, at discounted prices. Add additional hours so the guests can extend their visit. Consecutive sessions work only if the session END TIME coincides with the next session START TIME. |
| Description | You can add any ticket-specific information here. |
Ticket details > Advanced (optional)
| Setting | Description |
|---|---|
| Min & Max purchase limits | Set the purchase limits for your ticket types per online purchase. If you set the minimum to one ticket and leave the maximum empty, guests can purchase up to the maximum capacity of the resource assigned to the ticket when purchasing via the online checkout. You can also use this option to offer tickets such as a "Group 10+" ticket, where guests must purchase a minimum of ten tickets at $10 each, totaling $100. To do this, set the minimum ticket amount as 10. Guests can then add more individual tickets at $10 each during the online checkout. |
| Make ticket compulsory | Means that guests must purchase the minimum ticket amount if purchasing any tickets in this product. For example, if you have a ticket where adult supervision is necessary, you may want to make this ticket type compulsory. |
| Group ticket | A ticket type that's designed to admit multiple guests (eg a family pass or party group). If you want to sell a ticket for a family of four for $100, enter 4 in this field, and ROLLER will automatically issue four tickets, and take four spaces from the resource assigned to the ticket (venue capacity). |
| Tax override | Allows you to choose a tax option for the ticket type which is different from the default tax rate you've selected in your venue settings. |
| Reporting category | Override the reporting category for this ticket type. |
| Override image (POS only) | Override the ticket type image to be different from the standard image for the product in POS only. |
| Online sales | Tick the box if you want to hide this ticket type from online sales. This means the ticket can only be purchased through POS or Venue Manager. This will only work if you have a second ticket type in the product. |
You can create up to a maximum of 20 ticket types per session pass.
Split guest time between different resources for a ticket
For session pass tickets that take place across different resources and require set timing to be applied to those resources, configure the resource settings for the ticket type as shown below.
For example, using a session pass for a party product where guests have access to the general area for the first hour and the exclusive use of a party room for the second hour.
Add product instructions (optional)
Specify any important product-related information in this field and it will be included in the confirmation email sent to the guest after purchase. This could be information on arrival times, items included in the purchase, instructions on what guests can/cannot bring along.
Link any add-ons
Add-ons appear as optional upsell items in the online checkout. Guests are prompted to select these items after they purchase their tickets in the online checkout. You can use either the add-on or stock product type for upsell items.
An example is one hour jump sessions. A perfect opportunity for an upsell items is jump socks. After guests purchase the one hour jump session, they are prompted to buy branded jump socks in the online checkout purchase flow. When adding add-ons to the online checkout, you can also make these add-ons mandatory for guests to purchase.
To link to add-ons:
- Select Advanced settings.
- Scroll down to Add-ons.
- Select which add-ons or stock items you want from the drop-down menu.
- Select Add below the drop-down.
Link the waiver if required
If the session pass product requires guests to sign a waiver prior to participating:
- Select Advanced settings.
- Scroll down to Waiver.
- Select the waiver from the drop-down.
Guests will receive an email prompting them to sign a waiver after booking.
Configure any other advanced settings
In addition to add-ons and waivers, you can customize the following advanced product settings:
| Setting | Description |
|---|---|
| Availability text override | Customize the availability text for the session pass. |
| Sales start date | Decide and schedule when the product is available for sale. For example, a New Year's Eve product that is only available for purchase starting on December 1st. |
| Sales cut-off | Specify when you would like to stop accepting online bookings to give you time to prepare for the bookings. For example, for party bookings, you may want to close sales five days in advance to allow for catering and staffing preparations. For a one hour pass, it might be one hour or ten minutes before session start. This setting will not affect the ability to create bookings through Venue Manager or POS. |
| Deposit | Select the type of payment required from the guest at the time of booking.
This can be the full amount of the purchase at the time of booking or for a higher value ticket, a deposit at the time of the booking. The deposit can be a fixed amount or a percentage of the total. If the guest adds extra items to their purchase, the deposit will be applied to the total amount due and the remaining balance will be charged at checkout. |
| Add-ons | Appear as optional extras as part of the online checkout flow. Guests are prompted to purchase these items after they select their tickets. From here, select which add-on or stock products are available. |
| Tax | Select the tax rate you want to apply to this product you've configured in your venue settings. Learn more about setting up your tax rates |
| Waiver | Select your waiver if you require guests to sign one for this product. Guests will receive an email prompting them to sign a waiver after booking. Learn more about creating waivers |
| Forms | Select a form you have created to request additional information either in the online checkout or linked to in the guest email confirmation. You may want to add forms for session pass party or group event products to find out more about the guests, such as the birthday guest's name, how old they're turning, and if there are any dietary requirements. You can link to the form you've created here and it will show in the online checkout to complete as part of the online checkout flow. Learn more about creating forms |
| Hide session end time to guests | Select to hide the session end time and duration in the progressive checkout, booking confirmation email and tickets. |
| Alternate address | Applies only if your venue offers products that occur at an alternate location to what is set in your account details. |
| Not for individual sale | Select if you want this product to only be bought as part of a package. |
| Booking confirmation required | Adds an Unconfirmed status to the booking to flag that the booking needs to be reviewed and a staff member needs to mark it as confirmed. Learn more |
| Upgradable product in POS | If using memberships in ROLLER, you can set whether this session pass can be upgraded to a membership product in POS (Pro plan & above) as an upsell opportunity. Then when a guest is purchasing a session pass for $30 at POS, your staff can easily offer and upgrade the guest to a membership which may only be $5 extra for the month at $35 but also has unlimited access. Learn more |
| Redeem | If you are connected to Redeam, you can set whether this session pass is sold via Redeam. This setting only appears if you have Redeam configured for your venue. Learn more |
| Ticket holder name captured during checkout | Select to capture names of each ticket holder when purchasing items in the progressive checkout. |
| Allocate wristbands | If you use wristbands at your venue, then this setting allows ROLLER to automatically schedule wristband allocation based on your session end-times. Deselect to exclude this session pass product from the wristband schedule. Learn more |
Save and go to schedules
Select Save and go to schedules to create the session times for your pass, or if editing an existing product, select Save to publish any changes made.
Selecting Save and go to schedules automatically takes you to schedules. To access schedules from Venue Manager, go to Products > Schedules.